27 Oct Don’t Get Ghosted: How to Follow Up After Submitting a Grant By: Kellie Brungard, GPC

Funder relations can sometimes feel tricky to navigate. Is it okay to reach out? What’s an appropriate amount of time to wait? It’s important to remember that funders are people, too. Even though they hold the purse strings, you can approach them respectfully unless the opportunity prohibits them from talking individually with applicants. Let’s discuss timing, communication strategies, and what to do if you get ghosted.

Here are a few common reasons an organization may reach out to a funder:

1. Clarify funding priorities, eligibility criteria, or discuss alignment;
2. Confirm an application was received or check on review status;
3. Request feedback for a denied proposal;
4. Confirm reporting requirements if not stated in the request for proposal, portal, or award agreement;
5. Request a budget modification or no-cost extension; or
6. Discuss project changes or challenges encountered.

Timing

The timing of when you should reach out depends on the mode of application. For example, if you emailed in an application and want to confirm receipt, it is appropriate to reach out much sooner than a portal submission. Funders may take six months or more to respond to proposals, though reaching out after three months feels appropriate. Before reaching out, take these steps:

1. Check the portal to see if the application status has been updated.
2. Look at the funder’s website for press releases about awards, either this year or the previous year. If reviewing the previous year, check the date when the post was made. This will tell you when to anticipate an announcement.
3. Check the request for proposal or application guidelines for the timeframe on when announcements will be made or project periods should begin.

If none of this yields information, reach out!

Communication Strategies

Like us, funders may have preferred means of communication; if this is stated, it should be respected. Look at available resources (e.g., website, RFP, internal database, 990) to determine preferences. Here are a few reminders when reaching out to a funder.

1. Be respectful.
2. Be brief.
3. Include your name, organization, and the opportunity you applied for.
4. If you are clarifying information in preparation for a proposal, reference the source (e.g., On page six of the opportunity RFP, it states organizations may include professional development funds…).

Accepting a Non-Response

In some cases, funders will only send responses to the awarded organizations. This is common for opportunities that receive a significant number of proposals. I would recommend reaching out once and potentially sending a follow-up email or phone call. After that, if no response is received, it may be time to assume you have been ghosted. While it does not feel great, know that there are many reasons why they have not responded. Building quality relationships can take time. If you get ghosted, consider reaching out to discuss funding priorities during a less busy time of year.

AGS offers several on-demand training for funder relationship building: Relationships with Grant Funders, Power of Partnerships, and Relationships with Program Officers and Legislators. If you are interested in grant services, training, or federal review services, or our career opportunities, Julie Assel, CGMS, GPC, President/CEO, will be happy to talk with you about this opportunity and provide you with a quote for grant services.

This blog post is aligned with the Grant Professional Certification Institute’s Competencies and Skills.

Competency #8: Knowledge of methods and strategies that cultivate and maintain relationships between fund-seeking and recipient organizations and funders

Skill 8.3: Identify methods of relationship cultivation, communication, recognition, and stewardship that might appeal to specific funders