For Public Services Librarians ·
What you'll accomplish
By the end of this guide, you'll have Claude or ChatGPT producing polished first drafts of grant proposal narrative sections in minutes — turning a 6-hour proposal weekend into a 2-hour editing session. You'll use a structured approach that produces grant-ready language every time.
What you'll need
Go to claude.ai or chat.openai.com. Create a free account if you don't have one — it takes 2 minutes. Click New conversation (Claude) or New chat (ChatGPT).
What you should see: A blank chat window with a text box at the bottom.
Before asking for any writing, tell the AI who you are and what you're working on. This one-time setup improves every response in the conversation.
Type (or copy-paste) this setup message:
I'm a librarian writing a grant proposal for [funder name — e.g., an LSTA grant, a state library grant, a foundation grant]. My library serves [brief community description — e.g., "a rural community of 8,000 in eastern Ohio"]. The program I'm proposing is [1-2 sentence description]. The target audience is [who it serves]. I have [X weeks / months] to implement it.
Press Enter and wait for the AI to acknowledge your context.
What you should see: The AI confirms it understands and may ask a clarifying question or express readiness to help. Troubleshooting: If it responds with too much general advice, just say "Got it — let's start drafting. Here's the first section I need."
This is the most important section and the one librarians find hardest to start. Type:
Write a [X-word] community need section. The grant requires us to demonstrate why this program is necessary. Key facts about our community: [list 3-5 facts — population size, demographics, relevant statistics, local challenges]. The problem this program addresses is [specific problem]. Format it as flowing prose, not bullet points.
What you should see: A 2–4 paragraph narrative that frames your community's need compellingly, using your facts as evidence. Troubleshooting: If it sounds too generic, add: "Make it more specific — reference [local challenge or statistic] as the central evidence."
Now write the goals and activities section ([X words]). Program goals: [list 2-3 measurable goals]. Activities: [list the specific things you'll do — workshops, classes, events, materials]. Timeline: [start month to end month]. Partners: [any organizations you're working with].
Write the evaluation section ([X words]). We will measure success by: [list your metrics — attendance counts, pre/post surveys, program completion rates, patron testimonials]. Data collection methods: [how you'll gather data — sign-in sheets, surveys, database usage stats].
Write a budget narrative for these line items: [list each budget item and amount — e.g., "Program supplies: $500, Presenter fees: $1,200, Marketing materials: $300"]. Explain why each expense is necessary and reasonable for this type of program.
Once you have all sections drafted, paste them together and ask:
Here is my complete grant proposal draft: [paste all sections]. Review it for: (1) consistency between sections, (2) any claims that contradict each other, (3) places where the language sounds generic instead of specific to our library. Suggest specific edits.
What you should see: Specific revision suggestions, not vague comments. The AI will flag if your evaluation plan doesn't match your stated goals, or if your need statement doesn't connect to your activities.
Community Need:
Write a [X-word] community need statement for a [program type] grant. Community: [description]. Key statistics: [list]. Central problem: [problem statement].
Goals and Objectives:
Write 3 SMART goals for a library [program type] program. Audience: [who]. Duration: [how long]. Expected outcomes: [what change you hope to see].
Evaluation Plan:
Write a [X-word] evaluation plan for a library program. We will measure: [metrics]. We will collect data using: [methods]. Report findings to: [funder/board].
Budget Narrative:
Write a budget narrative justifying these expenses for a library grant: [list items and costs]. Explain why each is reasonable and necessary.
Executive Summary:
Write a 150-word executive summary for this grant proposal: [paste your full proposal]. Make it compelling for a first-time reader.