Grant Writing Toolkit for EMS Services & Educational Programs
This comprehensive toolkit provides step-by-step guidance, templates, and tips for writing successful grant proposals in the context of Emergency Medical Services (EMS) and EMS-related educational programs. Whether you are applying for a federal grant or a state/local funding opportunity, these guidelines will help you craft a compelling proposal and avoid common pitfalls.
- 1. Prepare and Understand the Requirements
- 2. Cover Letter (if required)
- 3. Executive Summary (Project Abstract)
- 4. Problem Statement (Needs Statement)
- 5. Project Narrative or Description
- 6. Goals and Objectives
- 7. Evaluation Plan
- 8. Sustainability Plan
- 9. Budget and Budget Justification
- 10. Final Review and Proposal Assembly
Writing a Strong Grant Proposal: Step-by-Step Guidance
Grant proposals generally include several standard components. Each part has a specific purpose and should be written clearly and persuasively. Below is a breakdown of the typical sections of a grant proposal and how to develop each one:
1. Prepare and Understand the Requirements
Before writing, thoroughly review the RFP (Request for Proposal) to understand required sections, formatting, and submission details. Failure to follow instructions, such as font size, page limits, or required documents, is a common reason proposals are rejected. If no format is specified, use a standard like 12-point Times New Roman, single-spaced, with 1-inch margins.
Create a checklist of all components (cover letter, narrative, budget, attachments) to stay organized and ensure nothing is missed. Also, gather key data early, including response times, call volumes, equipment needs, and letters of support, to strengthen your proposal and simplify the writing process.
2. Cover Letter (if required)
A cover letter is a brief, one-page introduction typically required for foundation or corporate grants (rarely for government grants). If requested, write it on your organization’s letterhead and address it to a specific person by name and title.
Start by introducing your organization and summarizing your funding request, including the amount sought and a one-sentence description of the project’s purpose.
For example: “On behalf of XYZ EMS Agency, I am requesting $50,000 to implement a rural EMT training program to improve emergency response times.”
In a few short paragraphs, connect your project to the funder’s mission, highlight the community need, and preview expected outcomes without duplicating full proposal details. Close by thanking the funder and offering to provide more information, and be sure a senior leader signs the letter. A clear, well-targeted cover letter gives a strong first impression and demonstrates alignment with the funder’s priorities.
(See the Cover Letter Template in the Templates section for an example.)
3. Executive Summary (Project Abstract)
The executive summary (or project abstract) is a brief overview of your proposal, often placed at the front and sometimes the only section reviewers read. In 1–2 short paragraphs, summarize the need, your project, who it serves, and the funding requested. It should clearly answer: Who are you, what funding do you need, what issue will you address, who benefits, and what outcomes are expected?
Write this section last to ensure accuracy and keep the language simple and jargon-free. For
example:
“ABC EMS seeks $75,000 to launch a Community Paramedic Training Initiative in XYZ County,
training 20 EMTs to serve 5,000 rural residents. The program addresses long EMS response times and limits primary care by certifying EMTs in advanced life support and deploying them to
underserved areas. Outcomes include reducing non-urgent 911 calls by 15% and improving response times by 20% within two years.”
A strong summary is clear, specific, and self-contained, reflecting your full proposal’s key points and expected impact.
4. Problem Statement (Needs Statement)
The problem statement (or needs assessment) defines the issue your project will address and explains why it’s necessary. Focus on the community’s need, supported by clear data and real-world examples, rather than your organization’s internal needs. For example, instead of saying, “We lack cardiac monitors,” explain, “Heart attack patients are at risk because current EMS equipment cannot transmit EKGs.”
Combine statistics (e.g., response times, survival rates) with a brief anecdote to humanize the problem. For instance: “Last year, a cardiac arrest patient in our rural county died due to delayed advanced care 30 miles from the hospital, highlighting the urgent need for improved EMS capacity.”
Answer: What is the issue? Who is affected? Why does it matter? Identify root causes like outdated equipment, staff shortages, or geographic barriers, and cite reputable sources. Ensure your problem statement aligns with your proposed solution—matching scope and focus.
A strong problem statement helps funders clearly see the urgency and impact, laying the foundation for the rest of your proposal.
5. Project Narrative or Description
The project narrative is the core of your proposal, detailing how you will address the identified problem. It typically includes goals and objectives, activities or methods, a timeline, and key personnel or partners. This section shows the funder exactly how their investment will be used and the results it will achieve.
Begin with your broad project goal (for example, “Improve emergency medical response in XYZ County”), then list SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound), such as: “Train 20 EMTs as paramedics within 12 months, increasing staffing from 5 to 25.”
Next, outline your activities step by step, explaining what will be done, who will do it, and when. Include tasks like training sessions, equipment purchases, or outreach, and explain why this approach is effective, citing best practices or results from similar programs. Include or reference a timeline to demonstrate feasibility.
Describe project management, including key personnel qualifications and partner roles (for example, a hospital providing trainers or a college offering classroom space). Ensure all activities clearly link back to your objectives and problem statement, showing a logical flow from action to outcome. State expected outputs (such as “train 20 EMTs”) and how these lead to measurable benefits (such as “reduce response times by 20 percent”).
Tailor your narrative to the funder’s priorities, addressing innovation, the population served, or health equity as required. A well-crafted narrative should give reviewers confidence that your plan is realistic, impactful, and aligned with the grant’s goals, presenting your agency’s story with clarity and purpose.
6. Goals and Objectives
Although goals and objectives are part of the project narrative, many grants require a dedicated “Goals and Objectives” section. The goal is a broad aim (for example, “Improve emergency medical outcomes in XYZ Community”), while objectives break it into measurable steps.
Objectives should specify the outcome, target population, metric, and timeframe, aligning with your problem statement. Use SMART criteria:
- Specific: Define what will be accomplished and who benefits.
- Measurable: Include clear indicators (numbers, percentages).
- Achievable: Ensure the target is realistic.
- Relevant: Tie it to your goal and funder priorities.
- Time-bound: Set a clear deadline.
Example: “Train 15 new volunteer EMTs within 18 months, increasing EMS capacity from 5 to 20 EMTs and reducing rural response times by 5 minutes.”
List objectives in a clear, numbered or bulleted format. If required, briefly explain how each objective will be met by referencing your project activities.
For educational projects, objectives might focus on learning outcomes or certifications. For example: “By the end of the grant period, 100% of participants will obtain EMT certification, with 80% reporting preparedness via pre/post training assessments.” Educational objectives should also follow SMART principles.
Remember, your objectives will form the basis of your evaluation plan, so write them in a way that makes measuring success straightforward.
7. Evaluation Plan
Funders want to see how you will measure success. The evaluation plan outlines how you will track progress and assess whether your project meets its objectives, demonstrating accountability and impact.
Start by explaining what you will evaluate—typically, your objectives and overall goal. Include two types of evaluation:
- Process Evaluation: Tracks implementation, such as the number of training sessions,
participants, or mid-project feedback, ensuring activities stay on track and allowing for
adjustments. - Outcome Evaluation: Measures final results, like improved response times, certified EMTs, or patient outcomes, showing whether objectives were achieved.
For each objective, list specific metrics. For example:
- Reducing response times: “average EMS response time (in minutes).”
- Increasing trained personnel: “number of EMTs certified.”
- Health outcomes: “percentage of patients reporting improved health management.”
Clarify the difference between outputs (e.g., number of workshops held) and outcomes (e.g., improved skills or health results). Funders prioritize outcomes but expect you to track both.
Describe your data collection methods (surveys, tests, records), who is responsible, and your timeline (e.g., monthly tracking, mid-point review, final report). Explain how you will analyze results and use findings for improvement. For instance: “We will review response time data quarterly to guide operational changes and compare baseline and final data to assess overall impact.”
Even if not required, a clear evaluation plan strengthens your proposal and helps your organization improve. Show that you are ready to measure both your activities and their real-world impact.
(See the Evaluation Plan Template for a practical example of how to format this section.)
8. Sustainability Plan
Funders want to know how your project’s impact will continue after the grant ends. The sustainability section outlines your plan to maintain benefits long-term, demonstrating that the investment will lead
to lasting improvements rather than a temporary fix.
Briefly explain your strategy, which may include:
- Institutional Support: Will your organization absorb costs into its budget? For example, a department may commit to funding new paramedic positions once initial training is complete.
- Diversified Funding: Identify other funding sources you plan to pursue, such as government support, billing revenue, hospital partnerships, fundraising, or additional grants. Mention any current commitments (e.g., “The county pledged $50,000 annually to maintain EMS staffing starting next year”).
- Community Partnerships: Highlight how local organizations or volunteers will help sustain the project. For instance, a college might incorporate the training into its curriculum, or a hospital may fund ongoing classes.
- Policy or System Changes: Note any lasting impacts, like new protocols or durable equipment, that will continue to benefit the community.
You might open with: “Our sustainability plan combines local support, integration into existing operations, and pursuit of additional funding to maintain long-term impact.” Then list your specific steps, such as integrating training into your annual schedule, securing in-kind support, or implementing modest fee-for-service billing to generate revenue.
Be realistic—funders don’t expect you to guarantee full funding forever, but they want to see proactive planning. Emphasize how community need and demonstrated success will drive ongoing support. For
example: “By showing improved cardiac arrest survival rates, we will strengthen community and political backing to sustain the program.”
In short, reassure funders that your project is built for long-term success.
9. Budget and Budget Justification
The budget translates your project plan into numbers, detailing all associated costs and aligning with your narrative. A clear, accurate budget shows thoughtful planning and ensures you’re requesting the right amount.
Most applications require two parts:
- Budget Spreadsheet: Break down expenses by category (Personnel, Equipment, Supplies,
Travel, etc.), listing both grant-funded and other contributions (matching funds or in-kind
support). For example, if a city will fund personnel after year one, show that as a match. - Budget Narrative (Justification): Briefly explain each line item and how amounts were calculated. For instance: “Training Supplies ($5,000): Includes CPR manikins, defibrillators,
and materials for 20 trainees, based on supplier quotes.”
Be sure your budget follows funder guidelines (e.g., caps on indirect costs or restrictions on equipment purchases). Common categories include:
- Personnel & Fringe: List roles, time commitment, and salary/fringe details. Include volunteers as in-kind contributions if applicable.
- Equipment: Durable items (e.g., cardiac monitors, ambulances). Justify each with cost estimates and purpose.
- Supplies: Consumables (e.g., training manuals, medical kits). Provide per-unit costs if relevant.
- Travel: Break down mileage, lodging, or per diem using standard rates.
- Training/Consultants: Include external trainers or contractors, with hourly rates and estimated hours.
- Other Direct Costs: Capture project-specific expenses like marketing, insurance, or event costs.
- Indirect Costs: Include only if allowed, following funder rules (e.g., a 10% de minimis rate).
- Matching/In-Kind Contributions: Detail all non-grant support, such as local funding or donated space.
Ensure your totals match your request, and cross-check that the budget supports everything described in your narrative. A quick budget summary (e.g., “Total project: $100,000; Requested: $75,000; Other support: $25,000”) can add clarity.
Avoid vague items like “Miscellaneous – $5,000.” Every cost should be tied directly to your plan. A well-prepared budget reassures funders that your project is realistic, financially sound, and aligned with your proposal’s goals.
(A sample Budget Spreadsheet and Budget Narrative are provided in the Templates section.)
10. Final Review and Proposal Assembly
After drafting your proposal, set time to review and revise. Good writing requires polishing—ensure your content flows well, avoids jargon, and fully answers the funder’s questions. Have someone outside your writing team review it for clarity; a subject matter expert can check technical accuracy, while a layperson can ensure it’s understandable to a broader audience.
Use your checklist to confirm all components are included: cover letter (if needed), abstract, narrative, goals/objectives, evaluation plan, sustainability, budget, and required attachments (letters of support, resumes, logic model, etc.). Make sure everything is properly labeled and referenced.
Proofread carefully for spelling, grammar, formatting, and consistency. Sloppy appearance can hurt your chances, so check headings, page numbers, and formatting requirements.
For online submissions (e.g., Grants.gov), register early and submit well before the deadline to avoid technical issues. Verify all files uploaded correctly and save confirmation numbers. For paper submissions, follow instructions closely: print on good-quality paper, include required signatures (often in blue ink), assemble materials as specified, and send via trackable mail to meet deadlines.
Include a table of contents for longer proposals and clearly label each section to help reviewers navigate. Letters of support from local government, hospitals, or community partners can strengthen your application by showing broad backing.
Before submitting, do a final check: Have you answered everything the funder asked for and aligned your proposal with their priorities? Tailor your final edits to emphasize the funder’s key focus, whether it’s health outcomes, emergency preparedness, or community impact.