Writing an SBIR Grant Application

How to Apply to SBIR Grants: Part IV - Writing an SBIR Grant Application

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Welcome to the SBIR Grant Writers Series

This is Part 4 of Akela Consulting's SBIR Grant Writers Series, designed to guide you through every step of the SBIR process, from registration to winning proposals. In previous articles, we covered portal registration, finding the right SBIR grants, and preparing to write your proposal. Now, we'll dive into the actual proposal writing process.

Series Overview:

• Part 1: Registering to Government Portals

• Part 2: Finding the Right SBIR Grants For you

• Part 3: Preparing to Write Your SBIR Proposal

• Part 4: Writing a Winning SBIR Proposal

• Part 5: Submitting Your SBIR Proposal

At Akela Consulting, our team of SBIR grant consultants helps small businesses navigate this complex process, ensuring they meet every requirement and submit competitive proposals. Whether you're just getting started or looking to refine your approach, we're here to guide you.

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Let's dive into the art and science of writing an effective SBIR grant application.

Building on Your Preparation

A successful SBIR grant application is more than just good writing—it is the perfect blend between effective marketing and a convincing technical write-up that demonstrates your understanding of the problem set, the innovation's value, the technical feasibility, the commercial potential, and that you're the right team to tackle the challenge.

In the previous article, we discussed preparing to write an SBIR proposal. Now that preparation comes into play. You have done your research on what they are looking to fund, how you plan to merge your solution to what they are seeking, you have your proposal checklist, and you have done the market research on the federal customer...now it's time to start writing.

Core Components of Every SBIR Proposal

While specific requirements vary by agency, most SBIR proposals include these fundamental sections:

• Technical Abstract/Summary – A concise overview (typically 200-500 words) that summarizes the problem, your solution, key technical objectives, and expected outcomes.

• Problem Statement and Significance – Defines the specific problem or need, explains its importance to the funding agency, and demonstrates your understanding of the challenge.

• Technical Innovation and Approach – Details your solution and methodology, highlighting what makes it novel, how it addresses the stated problem, and the underlying scientific principles.

• Work Plan and Timeline – Outlines your project execution plan with specific tasks, milestones, deliverables, and a realistic timeline for completion.

• Commercialization Plan – Describes the long-term impact by defining target markets, outlining your strategy, identifying potential customers, and presenting a revenue model.

• Team Capabilities and Resources – Presents the expertise and resources that will enable you to execute the project successfully, including team qualifications and facilities.

• Budget and Budget Justification – Provides a detailed breakdown of project costs aligned with your work plan and justifies all expenses as necessary for project success.

Crafting Each Section Effectively

Now let's do a deep dive into 3 of these core components: the Technical Summary, Problem Statement, and Technical Innovation.

The Technical Abstract: Your First Impression

Not all proposals require an abstract within the actual technical volume. However, when it is required, the technical summary is critical because reviewers may read dozens or even hundreds of proposals. Your challenge is to make yours memorable while maintaining technical credibility. Write with clarity that anyone can understand while still showcasing your innovation's unique value. As AFWERX advises, "Explain your innovation in terms your grandmother would understand." This balance of accessibility and innovation is what will make your summary effective.

A strong summary opens with a compelling problem statement that immediately engages the reviewer. Then, introduce your innovation in clear, jargon-free language. Briefly highlight your technical approach, focusing on what makes it innovative rather than drowning in details. Emphasize the expected outcomes and benefits, making sure to connect them to the agency's mission and priorities. The most effective summaries conclude with a statement of significance that leaves reviewers eager to read more. Though this section appears first in your proposal, you may want to write it last, after you've refined all other components to ensure it accurately captures your complete submission.

The Problem Statement: Setting the Stage

A compelling problem statement clearly defines the specific challenge using precise language that resonates with the agency. Establish relevance to the agency's mission by reviewing their strategic plans, congressional testimony, and public statements to understand their specific priorities. Cite authoritative sources to validate the problem's importance and demonstrate that you've done your homework. Show thorough understanding of current approaches and their limitations, which naturally positions your solution as the answer. Focus on connecting the problem directly to the agency's mission using their own language, when relevant as is often the case for DoD proposals. This positions your proposal as directly relevant to their goals and demonstrates your understanding of their specific pain points and priorities. A well-crafted problem statement creates a natural transition to your proposed solution.

Your research should also address the underlying motivations of the solicitation to speak more directly to the decision-maker's requirements. Understanding why the agency is seeking solutions, not just what they're asking for, offers your company a significant competitive advantage. This deeper level of insight allows you to frame your solution in terms that resonate with the agency's unstated goals and long-term vision.

Technical Approach: The Heart of Your Proposal

Your technical approach must demonstrate both innovation and feasibility. Start with a clear overview before diving into specifics, breaking down complex concepts into digestible components that build on each other. Provide sufficient technical detail for expert evaluation without overwhelming non-specialist reviewers—finding this balance is crucial. Include preliminary data or proof of concept whenever possible, as this significantly strengthens your case. Reference relevant scientific literature to show your foundational knowledge and place your work in context.

Don't forget to address potential technical risks and mitigation strategies. Acknowledging challenges and having plans to address them demonstrates maturity and thoughtfulness. Balance technical depth with readability, as your proposal may be reviewed by both technical experts and non-specialists.

Pro Tip: Using visuals like diagrams, flow charts, and preliminary data graphs can clarify complex concepts and make your approach more accessible to all reviewers.

Writing an SBIR Grant Application - Techniques That Win

Tell a Story About Your Innovation

Remember that the contracting officer reviewing your proposal may read dozens or even hundreds of submissions. Your proposal needs to stand out not just with technical details, but with a compelling narrative that engages the reviewer. Focus on the impact your technology will have and why it matters, not just what it does.

A strong innovation story includes:

• A clear problem that creates urgency and relevance

• Your unique approach and why it's better than alternatives

• The transformation your technology enables

• Real-world benefits that resonate with the agency's mission

Frame your technical content as a journey from problem to solution, with your innovation as the hero. This narrative approach makes complex technical concepts more digestible and memorable while highlighting why the reviewer should care about your solution.

Keep it Simple

Technical reviewers appreciate clarity and precision. Avoid unnecessary jargon and acronyms, explain complex concepts in straightforward language, and use visuals to illustrate difficult ideas. Break down complicated concepts into digestible components and prioritize clarity over complexity. Have someone outside your technical field review your proposal to identify areas that need simplification.

Tailor Your Narrative to the End-User

When submitting to agencies like DHS, NASA, or DoD, your proposal should speak directly to the end-users of your technology, as these agencies are often both the funding source and the ultimate customer. Research their terminology and reference it appropriately, address specific challenges faced by their personnel, and demonstrate you understand their operational environment. Show how your innovation improves their specific workflows or outcomes.

While for proposals to different agencies, you should identify the agency's agendas and the industry use-cases they are seeking to promote. Agencies like NIH, NSF, or DOE may not be the end-users themselves, but they have specific goals for technological advancement and commercialization in their respective sectors. In these cases, focus on how your innovation aligns with their strategic priorities and how it addresses the needs of the industry stakeholders they aim to support.

Collaborative Writing and Revision

The best proposals are rarely the work of a single individual. Assign different sections to team members with relevant expertise and use your first draft as just that—a starting point for refinement. Implement a structured review process with multiple reviewers using different colors for their comments to track feedback. Be willing to substantially revise or even rewrite sections based on feedback, and schedule dedicated time for team review sessions where contributors can discuss feedback and align on revisions.

Leverage AI Tools Strategically

While AI tools can assist in the proposal writing process, they cannot replace human expertise, creativity, and judgment. AI should be viewed as a supporting tool that can help streamline certain aspects of writing, not as a substitute for effective communication.

AI can be useful for:

• Generating initial drafts to overcome writer's block

• Suggesting ways to simplify complex technical explanations

• Helping populate templates with basic information

• Checking for consistency in terminology

However, remember that successful SBIR proposals require deep technical understanding, strategic thinking, and authentic passion for your innovation—elements that only human writers can truly provide. Always thoroughly review and substantially revise any AI-generated content to ensure it accurately represents your technology, aligns with agency priorities, and maintains your unique voice. The templates and checklists we discussed in Part III provide structure, but the substance must come from your team's expertise.

Common SBIR Application Pitfalls to Avoid

When writing your SBIR application, be careful to avoid these common mistakes that can derail even technically strong proposals:

1. Technical Information Overload - Overwhelming reviewers with excessive technical details that obscure your main points. Reviewers appreciate technical depth, but not at the expense of clarity. Focus on communicating what makes your approach innovative rather than documenting every technical detail. Use appendices for supporting technical information when allowed, and strike a balance between demonstrating expertise and maintaining readability.

   
   

2. Using a Generic, "One Size Fits All" Approach - Proposals recycled without proper tailoring rarely succeed. Each submission should be customized to address the specific solicitation, using terminology that aligns with the agency's language. Every section should directly address the current opportunity, demonstrating that you understand the agency's unique needs and priorities.

   
   

3. Failing to Establish Clear Connections - Perhaps the most critical mistake is failing to establish clear connections between different elements of your proposal. Ensure there's a logical flow connecting your problem statement to your technical approach, your work plan to your budget, and your innovation to the agency's specific needs. Reviewers should immediately see how your technical capabilities will translate into commercial potential. These connections are what transform a collection of good ideas into a cohesive, compelling proposal.

Final Review: The Quality Assurance Process

Before submission, conduct a thorough quality review:

1. Compliance Check: Verify all required components are included and properly formatted

2. Technical Accuracy: Have subject matter experts verify technical content

3. Readability Review: Have non-experts review for clarity and impact

4. Alignment Assessment: Confirm your proposal directly addresses all solicitation requirements

5. Consistency Check: Ensure terminology, acronyms, and numbering are consistent throughout

Pro Tip: Create a formal review checklist based on the solicitation requirements and have team members sign off on each element.

Conclusion: Crafting a Winning SBIR Grant Application

Writing an SBIR grant application is both an art and a science. By understanding the key components, tailoring your content to the specific agency, telling a compelling story about your innovation, and implementing a thorough review process, you significantly increase your chances of securing funding for your innovative ideas.

At Akela Consulting, we help our clients develop proposals that not only meet all technical requirements but also stand out to reviewers. Our experienced SBIR grant consultants can guide you through each step of the writing process, ensuring your innovation shines through.

Looking forward to Part 5 of our series, we'll dive into the final submission process, including last-minute checks and common submission pitfalls to avoid.

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How Akela Consulting Can Help

Akela Consulting specializes in guiding companies through every phase of the SBIR process—from preparation to submission. As trusted SBIR grant writers and consultants, we help you maximize your chances of success through:

• Proposal strategy development

• Technical content development

• Commercialization planning

• Professional review and feedback

• Full proposal writing services

Ready for the next step? Check out the next article in the our series How to Apply to SBIR Grants: Submitting Your SBIR Proposal.

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