How to Follow Up After Submitting a Grant Application: A Complete Actionable Guide

Submitting a grant application is an important step in securing funding for your project, business, or cause. However, the work doesn't end once you've clicked "submit." Following up is a crucial part of the process that can help keep your application top of mind for the funder, reinforce your interest, and increase your chances of success. But it's not just about sending a quick email to check in --- the way you follow up can significantly influence the outcome.

This guide provides a comprehensive, actionable approach to following up after submitting a grant application, covering everything from the timing and method to the tone and content of your follow-up message.

Why Following Up Matters

Following up after submitting a grant application shows professionalism, proactive communication, and respect for the funder's time. Here are a few reasons why following up can be beneficial:

• Demonstrates Interest and Commitment: It shows the funder that you are genuinely invested in the project and eager to move forward.
• Keeps Your Application on the Radar: Funders often handle multiple applications, and a well-timed follow-up ensures that yours remains in their consideration.
• Clarifies Questions or Concerns: If the funder has questions or needs additional information, your follow-up provides an opportunity to clarify and offer further insight.
• Enhances Professional Relationships: Maintaining a positive, courteous communication flow can help build long-term relationships with funders.

But timing and approach are everything --- follow-up too soon or too aggressively, and you risk annoying the funder. Wait too long, and your application may get buried under others.

Step-by-Step Actionable Guide to Following Up

1. Know the Grant's Timeline and Guidelines

Before you consider following up, make sure you understand the timeline provided in the grant application instructions. Many funding organizations specify when applicants should expect to hear back. Here's how to proceed:

• Check for Specific Instructions: Review the grant application instructions to see if there are guidelines about follow-up communication. Some funders might specifically ask you not to contact them until a certain date.
• Be Aware of Deadlines: If there is no specific follow-up guidance, research the typical timeline for grant decisions. For example, if the grant is expected to be awarded in 6-8 weeks, it's best to wait for that time to elapse before reaching out.

2. Wait for the Appropriate Amount of Time

Patience is key when following up. Grant decision-making can take time due to various factors such as internal review processes, discussions, or unforeseen delays. Here's what you should consider:

• Respect the Funders' Process: Allow sufficient time for the grant committee to review applications. A common rule of thumb is to wait at least 2-4 weeks after the stated decision date.
• Consider the Type of Grant: If you're applying for a large grant with multiple rounds of review, it might take longer. Smaller or more straightforward grants might have quicker turnaround times.

3. Craft a Professional, Concise Follow-Up Email

Once you have determined the right time, it's time to follow up. Your email should be polite, to the point, and respectful of the funder's time. Here's how to structure your follow-up email:

a) Subject Line

Your subject line should be clear and relevant, avoiding any language that seems too pushy or impatient. Here are a few examples:

• Subject: Follow-Up on [Your Organization's Name]'s Grant Application for [Grant Name]
• Subject: Inquiry Regarding Status of [Grant Name] Application Submission

b) Greeting

Use a polite and formal greeting. Address the recipient by their title (if known) or simply "Dear [Grant Manager's Name]."

c) Introduction and Reference to Your Application

In the first few lines, introduce yourself briefly and remind the recipient of your application. Be sure to include any reference number or project title, so they can easily locate your submission.

Example:

Dear [Grant Manager's Name],

I hope this email finds you well. My name is [Your Name], and I am writing to follow up on the grant application I submitted on [Date] for the [Grant Name] in support of [Project Name]. The reference number for our application is [Application Number].

d) Polite Request for Status Update

Now, politely request a status update or inquire about the expected timeline for decision-making. You don't want to sound too demanding or impatient.

Example:

I understand that these decisions take time, but I was hoping you could provide an update on the status of our application or let us know when we can expect to hear back.

e) Reaffirm Your Commitment

Reaffirm your enthusiasm for the project and express your appreciation for the funder's consideration. This helps maintain a positive tone and reinforces your genuine interest.

Example:

We are very excited about the potential to partner with [Funder's Organization] and are eager to contribute to [specific project impact]. Thank you once again for considering our application, and I look forward to hearing from you.

f) Professional Closing

End your email with a polite, professional closing and your contact details.

Example:

Thank you for your time and consideration. Please don't hesitate to contact me should you need any further information.

Best regards,

[Your Full Name]

[Your Position]

[Your Organization]

[Your Contact Information]

4. Use Phone Calls Strategically (If Appropriate)

In some cases, a phone call can be an effective follow-up method, particularly if the grant is smaller or if the funder prefers verbal communication. Here's when and how to use the phone:

• Wait for the Right Time: Only call if the funder's guidelines don't specify email-only communication, and after you've waited the appropriate amount of time.
• Be Brief and Courteous: When calling, be direct but respectful. Introduce yourself, mention the grant, and ask for a status update. Avoid using the call to press for a decision --- keep it professional and polite.

Example:

Hello, this is [Your Name] from [Your Organization]. I'm calling to follow up on our recent application for the [Grant Name]. I was wondering if there are any updates on the decision process.

5. Stay Organized and Track Your Communications

Keeping track of all your follow-up efforts is important. Create a log or spreadsheet where you document the date of your follow-up email, any responses you've received, and important notes about the communication.

This will help you ensure that you're not over-following up or missing any responses. It also helps with future applications, as you can review your previous interactions with specific funders.

6. What to Do if You Don't Receive a Response

If you don't hear back after your initial follow-up, it's generally acceptable to follow up once more, but be mindful of the tone. Avoid repeatedly sending emails, as this can appear overly persistent or desperate. If after your second attempt you still receive no response, consider letting it go and focus on other funding opportunities.

In your second follow-up, you could say something like:

I understand that you may be busy, but I would appreciate any updates you can provide regarding the status of our grant application. If further information is needed, I would be happy to assist.

7. Be Prepared for Any Outcome

Regardless of how you follow up, be prepared for any result. The funder may need more time, they may have already made their decision, or they may need additional materials from you. If your application is unsuccessful, ask for feedback --- this can be invaluable for future applications.

If you are awarded the grant, ensure that your follow-up email expresses gratitude and excitement, and ask about next steps.

Conclusion

Following up after submitting a grant application is a delicate balance of professionalism, patience, and persistence. Done correctly, a well-crafted follow-up email can keep your application top of mind and show that you are organized and committed. Be sure to follow up at the right time, use the proper communication methods, and always maintain a courteous and respectful tone.

By following the steps outlined in this guide, you'll be able to increase your chances of a successful outcome and continue to build positive relationships with funders for future opportunities.

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