For Archivists ·
What you'll accomplish
Grant narratives that used to take days can be drafted in hours using ChatGPT as your writing collaborator. This guide gives you a workflow for producing competitive application narratives (project descriptions, significance statements, and work plans) for NHPRC, IMLS, NEH, and most state and private foundation grants.
What you'll need
Before you open ChatGPT, gather these inputs in a text document. The more specific you are, the better the output:
Go to {{tool:ChatGPT.url}} and start a new conversation. Paste in your context information:
I'm writing a grant application for [NHPRC/IMLS/NEH/other] to fund archival work at [institution name]. Here is my project information:
Institution: [type, e.g., county historical society, university library]
Collection: [name], created by [person/organization], dates [range], extent [linear feet]
Current problem: [describe why the collection is inaccessible or at risk]
Proposed work: [what you'll do]
Public benefit: [who uses this and what they can do with it]
Timeline: [X months]
Budget: [rough outline]
I'll be asking you to draft sections of the narrative. Please ask if you need more information.
What you should see: ChatGPT acknowledges your project and is ready to draft sections.
Ask ChatGPT to write the core project narrative:
Write a 400-word project description for this grant application. The tone should be compelling but factual, written for non-specialist reviewers who value public access and cultural preservation. Emphasize: the significance of the collection, the problem with its current state, and the concrete outcomes of your project.
What you should see: A structured narrative covering the who/what/why of your project.
Follow up in the same conversation:
Now write a 250-word significance statement explaining why this collection matters for [researchers/genealogists/educators/historians]. Give specific examples of the types of questions this collection can answer that couldn't be answered otherwise.
Write a work plan section describing the month-by-month activities for this [X]-month project. Include: collection survey (month 1), processing (months 2-X), finding aid creation (month X), digitization if applicable (months X-X), quality review (final month).
Read the full draft carefully. ChatGPT's output will be well-structured but may need:
Troubleshooting: If a section sounds too generic, follow up with: "This section needs to be more specific. Here are the actual details: [add specifics]." Then ask it to revise.
Write a 400-word project description for an [NHPRC/IMLS/NEH] grant. Collection: [details]. Problem: [unprocessed/at risk]. Proposed work: [activities]. Impact: [who benefits].Write a 200-word significance statement for why [collection name] matters for [researchers/genealogists/public].Create a month-by-month work plan for a [X]-month archival processing project at a [institution type].Write a 150-word institutional capacity statement for a [type] institution with [describe staff and experience].Revise this grant section to emphasize community impact more strongly: [paste section]