Grant Partner Toolkit

Congratulations on Your Grant Award!

Whether you are a first-time or a repeat Pallottine grant partner, our team is committed to ensuring a smooth and efficient experience that supports your work in the most impactful way possible. To us, partnership means true collaboration before an application is submitted, during the application submittal process, and after a funding award is distributed. 

Click on the tabs below to learn how the Foundation team will communicate with you throughout the grant period and ways to share news about your funding award and project.

During the grant performance period, you will receive various notifications from the Foundation team regarding your funding award. If you have questions at any time, please contact us.

Award notification and issuance of funding

  • Congratulatory email award notification with grant agreement and reporting information
  • Formal grant award letter and funding award with instructions

Automated reminders

  • Upcoming due date notifications for interim and/or final reports
  • Past due notifications for reports not submitted on time

Ongoing team communications

  • Post-award check-in calls
  • Progress updates
  • Project modifications
  • Grant management system issues

The Foundation team understands that nonprofits operate with limited resources. We have provided some tips and templates below to help you spread the word about your work in the community and your grant award from the Foundation.

References to the Pallottine Foundation of Buckhannon

When communicating about a grant award from the Foundation, please use the following language: “[Project name] is supported by a funding award from the Pallottine Foundation of Buckhannon.”

If you would like to include some background information about the Foundation, please use the following boilerplate language:

The Pallottine Foundation of Buckhannon was established with proceeds from the sale of St. Joseph’s Hospital, and continues the legacy established by the Pallottine Missionary Sisters of caring for the spiritual, emotional, and physical health of those in the region. The Foundation focuses its efforts on six primary areas: food insecurity, health & wellness, leadership development, spiritual & pastoral care, substance use disorder, and tobacco use prevention and cessation. Its service area includes Barbour, Lewis, Randolph, Upshur, and Webster counties.

Press Releases

One of the best ways to communicate with local media is by writing a press release about your program, award, event, or initiative. Press releases are written like short news stories that answer the who, what, where, when, and why questions about something that has happened or is going to happen.

To view a sample press release, click here.

To download a template that can be adapted to fit your needs

If you would like to include a statement from a Foundation team member in your press release, please send an email request to krprice@pallottinebuckhannon.org at least one week before distribution.

Tips for distributing press releases:

  • Most media outlets have a general “news@” email address that can be found on their website. If you have not formed relationships with individual media members, it may be easiest to send the information to the general newsroom address.
  • Address the email to yourself in the “To” line and add everyone else in the “Bcc” line, separating the email addresses with semicolons.
  • Copy and paste the press release text into the body of the email and attach a PDF version that can be saved.
  • Copy and paste the headline from your press release into the subject line of the email.
  • If your news is timely, be sure to send the release early enough for media members to work it into their schedules. Keep in mind that breaking news happens, reporters have other assignments in queue, and photographers may need to be scheduled.
  • Avoid sending press releases too early. Events with dates far in the future can end up on the bottom of the priority list.

Media Advisories

While press releases tell the whole story, media advisories are brief invitations that encourage media members to attend an event. They are short, to the point, and often include bulleted lists with the basic information describing who, what, where, when, and why. Media advisories are a call-to-action for media members only.

Advisories are typically sent twice — a few weeks before the event and again a couple days before. They serve as notifications and reminders of events the media may want to cover. Like press releases, advisories should be limited to one page.

To view a sample media advisory, click here.

To download a template that can be adapted to fit your needs

We Can Help!

If you have questions about any of the information above, or you would like to discuss additional ways to communicate about your organization’s grant or project, please call Kim Price, Communications and Research Manager, at 304-397-5955, or email krprice@pallottinebuckhannon.org.

In the unlikely event that a project funded by our Foundation becomes tied to any controversy, please notify us as soon as possible.

  • Please refer to us as the “Pallottine Foundation of Buckhannon” in your materials.
  • Use of the Pallottine Foundation of Buckhannon logos
    • Logo use must be approved by the Foundation. Please contact Kim Price, Communications and Research Manager, at 304-397-5955, to discuss how and when the logo will be used.
    • Please do not alter the appearance of the logos in any way.
    • Be careful not to stretch or distort the logo when enlarging or shrinking it.
  • In the unlikely event that a project funded by our Foundation becomes tied to any controversy, please notify us as soon as possible.

While we make every effort to track coverage of the projects we fund, sometimes we miss the good news. Please share any articles, social media posts, or photos from your project with Kim Price, Communications and Research Manager, at krprice@pallottinebuckhannon.org.

Please note that our Foundation may share photos we receive on social media, our website, or communications with stakeholders. We ask that you secure proper consent and address any concerns regarding confidentiality beforehand.

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