Fast track writing and submitting grant applications by gathering these 23 commonly requested documents.
When you begin writing grants and filling out grant applications, you will learn that there are a number of frequently required documents that need to be submitted with your grant application. Requests for additional paperwork will differ depending on the grantor. In other words, you won't always need to provide the following paperwork along with each application. However, at some time, you'll more than likely be required to submit the following paperwork at least once with a grant application.
In the following article, we provide a fast track list of twenty-three necessary documents frequently requested by grantors as well as a brief description of each of them!
Church’s Legal Name and any/all DBAs including documentation
Your church’s legal name and, if applicable, a DBA will almost always be requested when filling out a grant application to identify the nonprofit organization. DBA stands for “doing business as,” and is your business’ assumed name which allows you to conduct business under a name other than your own.
Church Articles of Incorporation
Your church will have received its articles of incorporation after being incorporated. Being incorporated means that your church legally holds the same rights and responsibilities as an individual allowing the protection of individual members from personal liability associated with the negligent actions of fellow members.
Church statements of faith
The church statements of faith summarize the key truths a church holds in regards to doctrinal beliefs, worship and service to God for their local assembly.
Official letter listing church organizational structure
This letter should describe and list the structure of the church board, including its members or trustees, officers, and directors. By having this letter, it effectively shows grantors that your church’s organization and structure is both credible and capable of pursuing its mission.
Church by-laws
Your church by-laws, also known as your church constitution, determine most aspects of how your church is managed as an organization. They also tend to determine the kind of legal liability your church has and can be important whenever your church enters into a major transaction.
Tax ID/EIN
A tax ID/EIN is the federal tax identification number, also known as the employer identification number, used to identify a business entity such as your church. This number is used to pay federal taxes, hire employees, and conduct business transactions.
Current W-9
A W-9 form is used when a person or entity such as your church is required to report certain types of income. The form helps businesses obtain important information from payees to prepare information returns for the IRS.
Brief overview of church (organization) history, year established, its mission and activities/programs that accomplish that mission
Providing church history is super important when it comes to grant writing and filling out your grant applications. Grantors will use your church’s history to verify your credibility when it comes to fulfilling your mission as a church.
501(c)3 letter and supporting group exemption letter
The 501(c)3 letter is used to prove to grantors that your church organization is tax-exempt. Some grantors only fund nonprofit organizations so they will use these letters to verify the validity of your tax-exempt status.
Form 990
Form 990 is an informational tax form that gives the IRS an overview of the organization's activities, governance and detailed financial information. Most tax-exempt organizations must file this form annually to ensure that organizations continue to qualify for tax exemption after the status is granted. Form 990 also includes a section for the organization to outline its accomplishments in the previous year to justify maintaining its tax-exempt status.
Unique Entity ID
A unique entity ID number is a 12-character alphanumeric ID assigned to an entity to identify businesses and other entities that do business with the federal government. You can apply for a unique identification number at SAM.gov and it can take up to 4 weeks to receive this number. Start this process early so that you are prepared to provide this number when requested.
Mission statements
Your church’s mission statement defines your church' s purpose, objectives, and how it plans to reach those objectives. It focuses on what an organization seeks to achieve presently.
If you are interested in learning more about mission statements and how to write them, feel free to check out Grant Writing Strategies for Churches which includes an entire section devoted to mission statements or our article How to Write Mission and Vision Statements.
Vision statements
Your church’s vision statement details where the organization aspires to go tomorrow. In other words, what is your church or program striving to become? This is a future goal, which provides intent to every ministry, program or project that your church operates.
If you are interested in learning more about vision statements and how to write them, feel free to check out Grant Writing Strategies for Churches which includes an entire section devoted to vision statements or our article How to Write Mission and Vision Statements.
Basic contact information
The basic contact information will consist of things such as physical addresses, mailing addresses, phone numbers, email addresses, etc. These will be used by grantors to get in contact with you during the grant process.
Profit/Loss Statements
Create a spreadsheet that trackes at least 3 years of profit/loss statements or balance sheets (income/expenses) for your church. These statements will verify the financial stability of your organization to grantors.
Current year budget
Your church’s current year budget will show how your organization plans to spend their money in the current year. Grantors will also use these budgets to verify the financial stability of your organization in order to determine whether you will be able to responsibly spend the grant money.
Project/Program budgets
A project/program budget is a breakdown of how your organization would spend the grant money if you were to receive it. Having all of the other financial documents as well as the project/program budget allows you to prove to grantors that you will spend the money the way you said you would spend it. The program budget is also a strong indicator of whether you’ve accurately projected the overall costs, and if you have sufficient funds to complete it.
Website(s) for church
The website for your church should clearly state your mission and vision statements. Grantors will use your church’s website to see that it reflects what your statements are saying. Keep your website current and use it to effectively communicate what your programs are doing and accomplishing. Be sure to portray the impact your programs have on the community.
Social Media accounts for church and church ministries
Your social media accounts for church and church ministries should actively be posting. These posts need to showcase how you are affecting your community in a way that reflects your mission and vision statements. Grantors want to see that you can walk the walk, and not just talk the talk.
Letters of endorsements, certifications, and professional association memberships
These endorsements and associations prove to grantors that your church organization has a good relationship and strong reputation within your community and with outside organizations. These letters demonstrate that you not only have good relationships within your community, but that your organization is sustainable as it has been with your community throughout the years. Grantmakers seek to support organizations that better their communities, and endorsements help to place a “seal of approval” on a church’s efforts.
External evaluations and reviews
As stated, grantors are looking to partner with organizations who prove credibility and sustainability. By providing the grantors with these evaluations and reviews, you are able to demonstrate quality, responsiveness and commitment.
Program policies on equal opportunity and inclusion
Your church’s statement on equal opportunity and inclusion demonstrates your programs provide an equal opportunity to everyone regardless of their race, age, sex, and ability. They want to support an organization who will reach everyone and these statements will prove that your church is able to do so.
Church’s statement on non-discrimination
A church’s statement on non-discrimination states that your church will not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. This shows grantors that your church desires to reach the community as a whole and not just a part of it.
In this article we have covered twenty-three necessary church documents that are critical for completing grant applications. Start the year 2023 off strong by reviewing, or crafting for the first time, these essential documents! This is a critical step before you jumpstart seeking grant funding!
Grant Writing Strategies for Churches devotes an entire chapter to laying the foundation of your grant application. This chapter also includes multiple worksheets to help develop your mission and vision statements, as well as samples of a church’s fiscal reports!
Exousia seeks to educate and consult church leaders on how grants work and the importance of laying the foundation in your grant applications. Our prayer is that you are inspired to write grants and are blessed to land funding for your church ministries.
If you desire to learn more about grant writing, check out our online grant writing institute or attend an upcoming in-person workshop!