Good writing matters. That might seem like a no-brainer, but it’s an issue that just isn’t covered enough in most grant writing instruction.
Don’t get me wrong: grantmakers typically won’t judge your proposal for writing quality and style the same way a college writing instructor might.
But writing quality still matters.
When grantmakers sit down to read a proposal, the last thing they need is to have to puzzle out what you mean or impatiently wait for you to get to the point of your argument.
So today, we’re adapting a (hilarious) 1950s essay, “How to Say Nothing in 500 Words” by Paul McHenry Roberts, for the modern writer.
Whether you’re a grant writer or someone who has to write dozens of emails a day (who doesn’t?) this advice is going to clear up those questions you have about writing that you might be too embarrassed to ask.
First, we’re going to cover the things you ought to avoid in your writing, and then we’re going to explore things you should include in your writing.
Overview
Things to Avoid:
- Obvious content
- Padding (AKA fluff)
Things to Include:
- Concrete and fitting language
- Confidence in your position
Avoid Obvious Content
Roberts suggests that whenever it’s time to start writing, the writer should make a list of all the arguments they have heard on the subject.
And then avoid those arguments.
You know that great feeling of watching a movie whose ending you could never have guessed? It feels fresh and original. That’s what you’re going for when you make an argument in your writing.
Let’s say that you’re writing a grant for a community garden. What are some of the arguments about community gardens that come to mind right away?
These gardens are good because they teach people about healthy living. Or maybe you’re thinking about how community gardens might encourage people to eat in a sustainable way.
Once you come up with a list of the arguments that you hear all the time, try to think outside of the box and make your argument from a new and fresh angle.
Maybe having a community garden will inspire young people to pursue careers in agriculture, and they might become advocates for reforming farming policies.
Or maybe you could argue that having this garden will create a space for different members of the community to connect, like the elderly and the young, and that these relationships will strengthen the health of your community.
Challenge yourself to explore a new side to the issue or cause that you are dealing with.
Grantmakers will really appreciate this, since they often have to read many grants in a row that all make the same arguments.
Avoid Padding (AKA Fluff)
Have you ever gotten a page-length email that took 5 minutes to read when everything that needed to be said could have been condensed into one or two sentences?
People have limited attention, and when you’re writing for work, that is especially important to be aware of.
One of the best ways to shorten down your writing to a length that people will actually read all the way through is to get rid of unnecessary words—padding or fluff.
Roberts points out phrases like “in my opinion,” “in many respects,” “it is thought,” and many others as filler. These phrases mean little, if anything at all. One of my favorite examples from the essay are these variations on the same sentence:
-Fast driving is dangerous.
-In my opinion, fast driving is dangerous.
-In my opinion, fast driving would seem to be rather dangerous.
-In my humble opinion, though I do not claim to be an expert on this complicated subject, fast driving, in most circumstances, would seem to be rather dangerous in many respects, or at least so it would seem to me.
Does the fourth sentence say anything more than the first sentence? No, but it manages to take up 36 more words. In grants, there are often strict word or character counts, so writing like this would be stealing room that you could be using to share all your other good ideas.
Include Concrete and Fitting Language
When you’re writing for work, it’s super easy to fall into a pattern of using abstract language. What I mean by that is talking in terms of concepts instead of concretes.
Business buzzwords are the perfect example of this. People throw the word “collaboration” instead of saying, “Sally and JoAnne worked together in person and via Skype to create our new program design.”
If you’ve been following our blog for some time, you’ve probably heard us talk about how important it is to include examples in your grants.
We love to connect with other people through writing, so including humans in your grant narrative will instantly win the empathy and interest of the grantmaker.
Another thing to be aware of when you’re writing is that words come with associations and meanings that are not always listed in their official dictionary definition.
So, when you use a word, make sure that you are aware of its connotations.
In “How to Say Nothing in 500 Words,” Roberts gives the examples of mother and mother-in-law.
Typically, people think of comfort and homes when they hear the word “mother,” but when they hear “mother-in-law,” they might think of something completely opposite of what “mother” brings up.
Now you probably won’t be writing about mothers-in-law in a grant application, but this advice is particularly important if you’re getting into the realm of politics and ideology. Make sure you have a pretty good idea of what the grantmaker will think about the terms you use.
Finally, be aware of words that don’t really mean anything.
For example, people use the word “nice” to describe pleasant people and things all the time. But this word has been used so much that it doesn’t have much meaning anymore.
There are plenty of empty words that are used in business and nonprofits, too. Instead of saying something is “impactful,” tell your reader exactly what impact is being made.
Demonstrate Confidence in Your Position
Pretty much all writing in the business or nonprofit world is about making an argument and convincing your reader of something. And so, while you don’t want to appear overly sure of yourself and your cause, you do want to demonstrate confidence in your position.
One of the best ways to do this is to avoid language that softens your argument. Let’s imagine your organization is trying to get people to donate to a program that cleans up the wetlands.
Would it be better to write, “We think that it is best to clean the wetlands because it will make the animals safer,” or “We must clean the wetlands and save the animals”? The second choice is naturally the more convincing choice. Don’t tell people you think something—tell them real things.
We hope you’ve found this crash course in the qualities of good writing helpful!
