How to write a white paper

Some agencies do not ask for full grant proposals right off the bat. They narrow down candidates by asking for PIs to submit a white paper on their project first. So, what's the difference? Isn't a white paper just a mini-proposal? Well, yes, it really is. Think of a white paper as an introductory sales pitch on your project. You're trying to generate enough interest and excitement in your reviewers that they want the follow-up. They want the full proposal to know more about what you're doing.

So, now you have the gist. Below are some tips to bear in mind when crafting your white paper.

Follow agency guidelines:
There are some normal formats for white papers (see the resources below), but as always, if the agency for which you're writing the white paper has a required or even suggested format, use that. Reviewers who come across unique formats, when their agency has guidelines, find it annoying, not creative.

Respond to the agency's needs:
You have your research and, if you're wise, you're writing many proposals to many agencies. Yet, some PIs are copying and pasting one proposal or one white paper from one submission to the next. This practice ignores what agencies say they're looking for and renders proposals less competitive. Before you apply, make sure you understand and can show the fit between the agency's need and your research in the white paper.

Write for a lay audience:
Even if you're sure that the agency to which you're applying has folks with top-notch expertise in your area, you can't be sure that those are the only people who will read and weigh-in on your white paper. And remember, writing for the lay-audience doesn't mean treating your reader like they're less intelligent; it instead means writing clearly and using plain language.

Use images:
Okay, I'll spare you the "picture is worth a thousand words" cliche this time (oh wait, I just did it anyway!) Remember, images like conceptual diagrams can serve as an aide to your reader and help them get a sense of your project quickly. And, well-used images can help your proposal be more memorable.

Even if you're not required to submit a white paper on your project by the agency you're eyeing, it's a good idea to write one up. You can use it as a concept paper to run an idea by a program officer to get feedback before you develop a full proposal.

Resources:
Grant Writing Tips: White Papers - Rochester Institute of Technology
Letters of Intent, Preproposals, WhitePapers, Requests for Information,Abstracts, and Logic Models: The Role ofthese Short Papers in Successful GrantApplications - NORDP