Fire Grants and Persuasive Writing Skills

Chesapeake VA firefighters respond to August 2021 structure fire

There are a variety of important skills a grant writer needs to successfully obtain grant funding for fire department equipment and projects. Organization, ability to follow directions, and basic web portal interface skills are just a few of them. One aspect of fire department grant writing that may be overlooked is the ability to be persuasive when writing proposals. This could be in part because writers believe it is necessary to “fluff up” writing with a lot of extra words to make a project sound appealing. We do not like extra words in the fire department: say it or write it in as few words as possible is the credo for public safety emails, memos, and documents such as after-action reviews (AARs) and incident reports. Firefighters are also taught to just write what you saw, heard, or did exactly as it happened; do not add an opinion and stay as objective as possible. This is perfect for report writing, but grant writing often requires writers to be subjective, have an opinion, and paint a picture for the grantor organization about why they should award funds to a department. This requires the grant writers to persuade the grantor organization with persuasive writing. This month we will look at what persuasive writing is, how it applies to firefighter grants, and how it is possible to write persuasively and still remain direct.

What is Persuasive Writing?

Very simply, persuasive writing is a way of using words to convince an “audience”—the reader—to do or think what the writer wants them to do or think. The business term for audience or reader in this instance is “stakeholders.” We see persuasive writing in advertisements, political speeches, even in training classes. To be successful in convincing a reader to think or do what you want, writers must first understand who makes up their audience and what that audience needs to know in order to be convinced. For grant writers, successfully convincing the stakeholder can result in funding awards!

The stakeholders, the writer, and the text (what the writer is writing) make up the “rhetorical situation.” This was developed by Aristotle in ancient Greece, yet it is a system we still use today to help us understand the audience, the purpose for a piece of writing, whether or not the author is credible, and when the argument should be made¹. Also, argument in this context means discussion or debate—it does not mean yelling, or a hostile exchange of ideas. All of the rhetorical elements need to be well presented for a piece of writing maximally persuasive.

Persuasion and Grant Writing for Firefighters

While the logical flow of the text and the timing of the argument are important, the notice of funding opportunity (NOFO) for the grant itself will determine these elements—if the grant writer follows instructions. For example, if the grant needs to be submitted between January 1 and March 1, it would not be possible to submit the grant for consideration outside of these dates. It would be a waste of time. The NOFO will also determine where to put most of the required information. Again, if the grant writer follows instructions, the application will organize the flow of information in a way that is logical to the grantor organization and meets the purpose of the application itself—to receive a grant award! This is the goal.

Two elements of the rhetorical situation the grant writer can use to persuade the grantor organization are building up credibility as an organization and writing to the stakeholders’ values and beliefs. The stakeholders need to believe their funds are in good hands; they need to see how your project or need aligns with their mission. A necessary step in this process is to complete a stakeholder analysis. The analysis can be formal and contain extensive research. An analysis can also be done quickly and informally by looking at material produced by the grantor organization. A review of all pages of organization’s website will show what their mission is, what is important to them, and how they present themselves to the community. For example, if a grant writer sees that a business’s website highlights their dedication to superior customer service, it would be beneficial for the grant writer to include how the department’s project will improve internal or external customer service. Pull in coworkers and ask them to look at the same website. What do they see as most important to the organization? Consider adding more than one reason your project should receive the funds based on this analysis.

The stakeholder analysis and research will also add to the credibility of the grant writer by showing the grantor organization that its missions—not just its funds—are important to the applicant. Organizations want to support departments that share their values. A grant writer is very persuasive when they can show how their department and project will enhance the profile of both organizations according to the shared values of all stakeholders involved. This insight makes the grant writer believable and credible—a necessary component to persuade others.

Keep it Simple

Grant applications often have word limit or character limit requirements. It is important to be aware of exactly what those requirements are before submitting the application. However, when you begin to write, don’t limit yourself unnecessarily. Write out all of the ideas and then go back and revise. Make sure every sentence serves a purpose. An application does not have to be full of “fluff” to be persuasive. Actually, it should be as brief as possible while including all of the necessary information. In your analysis, did it show that the grantor organization has extra time on its hands? If not, then keep your application direct and respect their time. This will also make your application more credible. The saying perfect “practice makes perfect” applies here. Look for additional guidance on persuasive business writing and grant writing at websites like the Purdue Online Writing Lab (OWL)².

Persuasive writing is not a mystery, but it is an art and it will take practice to master. However, there can be big payoffs if used effectively. Grant applications should be persuasive; use your knowledge of the stakeholders, the application instructions, and build your credibility to convince organizations to choose your projects to fund!

Mandy George is a retired lieutenant in the Chesapeake (VA) Fire Department. She has a master’s degree in emergency and disaster management, a master’s degree in professional writing, and an associate’s degree in emergency medical services. She is also a Nationally Registered Paramedic (NRP) and a Virginia Office of Emergency Medical Services (VAOEMS) Education Coordinator.