Writing a funding bid
Alan Lawrie
Mellor & Lawrie Management
Writing a funding bid
Aims
• To develop skills,
knowledge and expertise in
bid writing skills.
• To highlight new trends and
developments and their
implications.
Writing a funding bid
Aims
• To develop skills,
knowledge and expertise in
bid writing skills.
• To highlight new trends and
developments and their
implications.
Programme
• Context
• Key issues
• Your project
• Putting the bid together
• Bid writing
• What works
Key issues
Key issues
• Need to be strategic
Key issues
• Need to be strategic
• A lot of fund raising effort is wasted
Key issues
• Need to be strategic
• A lot of fund raising effort is wasted
• Its getting tougher!
Key issues
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Need to be strategic
A lot of fund raising effort is wasted
Its getting tougher!
Relationship building rather than grabbing
funding.
Key issues
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Need to be strategic
A lot of fund raising effort is wasted
Its getting tougher!
Relationship building rather than grabbing
funding.
• “Funders” are changing how they operate.
Trends in funding…
Trends in funding…
• Funders operating to clearer and transparent
criteria.
Trends in funding…
• Funders operating to clearer and transparent
criteria.
• Concerns about the boundary between
statutory and charitable.
Trends in funding…
• Funders operating to clearer and transparent
criteria.
• Concerns about the boundary between
statutory and charitable.
• More project funding… concerns about
sustainability.
Trends in funding…
• Funders operating to clearer and transparent
criteria.
• Concerns about the boundary between
statutory and charitable.
• More project funding… concerns about
sustainability.
• Interest in outcomes and evidence.
Trends in funding…
• Funders operating to clearer and transparent
criteria.
• Concerns about the boundary between
statutory and charitable.
• More project funding… concerns about
sustainability.
• Interest in outcomes and evidence.
• Shift from being a donor to being an investor.
Two types of bids
Needs led
Funder led
Two types of bids
Needs led
• Organisation spots need or
gap.
• Organisation develops the
idea for the project.
• Organisation aims to
persuade the funder to
recognise the need and
back the idea.
Funder led
Two types of bids
Needs led
• Organisation spots need or
gap.
• Organisation develops the
idea for the project.
• Organisation aims to
persuade the funder to
recognise the need and
back the idea.
Funder led
• Funder has identified need
• Funder looks for an
organisation that can meet
the need.
• Funder has a clear idea of
what they want or need.
Learning the Language
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Added value
Additionality
Approved list
Business case
Business plan
Best value
Commissioning
Evaluation
Inputs
Indicators
Milestones
Monitoring
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Outputs
Outcomes
Procurement
Project exit strategies
Performance measures
Quality assurance
Service level agreement
Specification
Strategy
Targets
Tender
Value for money
Planning your project
Planning your project
Aim
Planning your project
Aim
Intended
outcomes
Planning your project
Aim
Intended
outcomes
Activities
The bid as a project.
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Think of the bid as a project.
See it as a new and fresh piece of work.
Create a project team.
Clarify roles and responsibilities.
Identify key tasks and decisions.
Plan and manage time.
Not a one person show!
Developing a bid
4 stages:
Stage
Key tasks/decisions
Analysing the bid
Deciding to bid
Should we bid? Criteria for bidding? Does
it fit with us? Work involved?
Research and bid
development
Why do they want it? Past record? Our
USP? Outcomes?
Drafting and
costing the bid
Putting the bid together. Evidence?
What’s the full cost? Styling the bid.
Final checks and
submission
Edit and final check. Bid approval. Submit
within bid rules.
Developing a bid
4 stages:
Stage
Key tasks/decisions
Analysing the bid
Deciding to bid
Should we bid? Criteria for bidding? Does
it fit with us? Work involved?
Research and bid
development
Why do they want it? Past record? Our
USP? Outcomes?
Drafting and
costing the bid
Putting the bid together. Evidence?
What’s the full cost? Styling the bid.
Final checks and
submission
Edit and final check. Bid approval. Submit
within bid rules.
Developing a bid
4 stages:
Stage
Key tasks/decisions
Analysing the bid
Deciding to bid
Should we bid? Criteria for bidding? Does
it fit with us? Work involved?
Research and bid
development
Why do they want it? Past record? Our
USP? Outcomes?
Drafting and
costing the bid
Putting the bid together. Evidence?
What’s the full cost? Styling the bid.
Final checks and
submission
Edit and final check. Bid approval. Submit
within bid rules.
Developing a bid
4 stages:
Stage
Key tasks/decisions
Analysing the bid
Deciding to bid
Should we bid? Criteria for bidding? Does
it fit with us? Work involved?
Research and bid
development
Why do they want it? Past record? Our
USP? Outcomes?
Drafting and
costing the bid
Putting the bid together. Evidence?
What’s the full cost? Styling the bid.
Final checks and
submission
Edit and final check. Bid approval. Submit
within bid rules.
Developing a bid
4 stages:
Stage
Key tasks/decisions
Analysing the bid
Deciding to bid
Should we bid? Criteria for bidding? Does
it fit with us? Work involved?
Research and bid
development
Why do they want it? Past record? Our
USP? Outcomes?
Drafting and
costing the bid
Putting the bid together. Evidence?
What’s the full cost? Styling the bid.
Final checks and
submission
Edit and final check. Bid approval. Submit
within bid rules.
Skills needed to write bids
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Ability to sell an idea or concept.
Ability to use their language.
Ability to think objectively about your project.
Ability to be solution or outcomes orientated.
Ability to accurately cost and price bids.
Ability to highlight your success
Attention to detail and deadlines.
Common mistakes in bid writing
Common mistakes in bid writing
• Not fully reading the material
Common mistakes in bid writing
• Not fully reading the material
• Bidding for what you want to do rather than
what is being commissioned.
Common mistakes in bid writing
• Not fully reading the material
• Bidding for what you want to do rather than
what is being commissioned.
• Assuming prior knowledge
Common mistakes in bid writing
• Not fully reading the material
• Bidding for what you want to do rather than
what is being commissioned.
• Assuming prior knowledge
• Using a different set of language or jargon
Common mistakes in bid writing
• Not fully reading the material
• Bidding for what you want to do rather than
what is being commissioned.
• Assuming prior knowledge
• Using a different set of language or jargon
• Not following the prescribed format
How to irritate a funder
• Don’t read their guidance – apply anyway.
• Try to make them feel guilty.
• Overload them with information – they can
sort it out.
• Ignore their format
• Over use informal approaches
• Don’t follow up
Watch out for JUSWAG
Watch out for JUSWAG
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Just
Us
Saying
We
Are
Great
Making your pitch
• We run a debt
counselling service
• We facilitate peer and
emotional support to
vulnerable people
• We intervene to tackle
homelessness
Making your pitch
• We run a debt counselling
service
• We facilitate peer and
emotional support to
vulnerable people
• We intervene to tackle
homelessness
• We help people to get out
of debt and to develop
skills to avoid future debt
• We help people not to be
lonely
• We help people to get
and keep their own
homes.
Bid style
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Use an active style and language
Keep to the prescribed format
Don’t oversell
Identify key points
Stress:
– Fit with your aims
– Shared vision and values
– Partnership working
– Competence and sound management
– Fit with other projects
– Added value
• Be able to back up any statements or claims.
Typical bid structure:
Introduction
Understanding of the
brief
Methodology
Capacity
Cost
Supporting
information
• Profile and background
• Aims – why we want to do it
• Context … the need
• Expected outcomes
• Deliverables
• Outputs to outcomes
• Skills, expertise and resources
• What we bring to it
• Cost base
• Assumptions
• Relate it to criteria
• Evidence/extra information
Bid writing
Bid writing
• 1. Follow any prescribed format
 Answer each and every question
 Check all points are covered
Bid writing
• 1. Follow any prescribed format
 Answer each and every question
 Check all points are covered
• 2. Use a positive style and active tone.
 Make it feel lively and confident
 Focus on success
Bid writing
• 1. Follow any prescribed format
 Answer each and every question
 Check all points are covered
• 2. Use a positive style and active tone.
 Make it feel lively and confident
 Focus on success
• 3. Show that you want to do this service
 How does it fit with your vision and role?
 Show how it fits in with your other activities
Bid writing
• 4. Don’t oversell.
 Highlight key points
 What’s the key message of your bid?
Bid writing
• 4. Don’t oversell.
 Highlight key points
 What’s the key message of your bid?
• 5. Don’t use jargon…unless they do…
 Decode the jargon
 Use plain English
Bid writing
• 4. Don’t oversell.
 Highlight key points
 What’s the key message of your bid?
• 5. Don’t use jargon…unless they do…
 Decode the jargon
 Use plain English
• 6. Show that you understand the issues
 Acknowledge what is driving the bid
 Start at the need
Bid writing
• 7. Avoid cut and paste bids.
 Don’t use a standard bid
 Start with a fresh approach
Bid writing
• 7. Avoid cut and paste bids.
 Don’t use a standard bid
 Start with a fresh approach
• 8. Be able to back up and evidence any statement
 Collect evidence
 Avoid generalisations
Bid writing
• 7. Avoid cut and paste bids.
 Don’t use a standard bid
 Start with a fresh approach
• 8. Be able to back up and evidence any statement
 Collect evidence
 Avoid generalisations
• 9. Do not assume prior knowledge
 Bid as if you are new to them
 Set out your stall
Bid writing
• 10.
Keep it focused – about them not you.
 Focus on the need
 Relate it to the user
Bid writing
• 10.
Keep it focused – about them not you.
 Focus on the need
 Relate it to the user
• 11.
Check that all specific requirements are fully covered
 Double check
 Make sure that you comply with specific requirements
Bid writing
• 10.
Keep it focused – about them not you.
 Focus on the need
 Relate it to the user
• 11.
Check that all specific requirements are fully covered
 Double check
 Make sure that you comply with specific requirements
• 12.
Highlight benefits and gains
 Focus on results not just process
 Link it into key targets or requirements
Bid writing
• 13.
Stress added value
 What do you contribute to it?
 Focus on your knowledge, expertise and access to resources
Bid writing
• 13.
Stress added value
 What do you contribute to it?
 Focus on your knowledge, expertise and access to resources
• 14.
Try to understand their marking system ensure that key issues are
covered
 What is essential?
 What is desirable?
Bid writing
• 13.
Stress added value
 What do you contribute to it?
 Focus on your knowledge, expertise and access to resources
• 14.
Try to understand their marking system ensure that key issues are
covered
 What is essential?
 What is desirable?
• 15.
Check any contractual issues
 Are there any implicit or implied terms
 Are expectations clear?
Bid writing
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Show that you have the organisational capacity
to deliver the project
Evidence of sound management
Evidence of similar projects
Bid writing
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Show that you have the organisational capacity
to deliver the project
Evidence of sound management
Evidence of similar projects
17. Highlight the organisation’s experience
 Show your track record
 Competence in this area
Bid writing
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Show that you have the organisational capacity
to deliver the project
Evidence of sound management
Evidence of similar projects
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17. Highlight the organisation’s experience
 Show your track record
 Competence in this area
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18. Be able to explain cost structure
· Logical basis
· Use a business plan
Bid writing
• 19. Proof read it -Ask someone else to read it and check
for clarity of message.
 Does it read well?
 Spot any errors or unproved statements.
Bid writing
• 19. Proof read it -Ask someone else to read it and check
for clarity of message.
 Does it read well?
 Spot any errors or unproved statements.
 20.
Ask for feedback
 What worked or did not work
 Learn for next time
What works!
• Ask for help and advice
before bidding.
• Analyse the funders
guidance and criteria.
• See the bid as a project
–manage it!
• Be able to show how it
has been costed.
• Identify your key points.
• Be able to evidence and
back up claims.
• Use plain English.
• Keep it positive, active
and solution focused.
• Double check it.
• Get someone else to
read it – critical friend.
• Always ask for feedback
ALAN LAWRIE
Mellor & Lawrie Management
mellaw@atlas.co.uk