How to Request Funds for Professional Development Programs
Many academic institutions and industry organizations do not offer professional development programs in scientific and medical writing. But many will support you by providing professional development funds to advance your writing skills. They know that sponsoring your participation in a writing program is an investment not just in your career, but also in their ability to accomplish their publication and funding goals.
But asking for professional development funds might seem daunting. To help you with requesting funding for a scientific writing course or other professional development program, follow this easy four-step process.
Step 1. Make a list of possible sponsors
Many academic institutions have professional development funds for their faculty and trainees. And in some cases, grant money, start-up funds, and company funds can be used for professional development. But these perks are not always advertised, so you may need to seek them out.
Where might you find professional development funds? A few common sponsors include: professional development office, grants office, department head, postdoctoral or graduate student affairs, your mentor or advisor, your supervisor, human resources or recruitment, or the dean or provost.
Start by making a list of possible sponsors. To help you find a sponsor, you may want to ask your colleagues for tips on where to get professional development funds. You could also check out your institution’s intranet.
Step 2. Set up a meeting
You might be tempted to send an email requesting funds. But this approach is not very effective. Some people receive hundreds of emails every day, and email requests for money can be easily ignored.
You will have greater success if you set up some time to ask face-to-face, either in person or via a virtual meeting. Personal is powerful. With this approach, your possible sponsor can see your enthusiasm for the professional development program you would like to join. And you can easily (and quickly) answer any questions or address any objections that they may have.
To set up a meeting with a possible sponsor, send them a short email asking for just a few minutes of their time (10–15 minutes). And if the meeting will be in person, offer to go to them. Make the meeting as easy and time-efficient as possible to show them that you respect their time.
Template email
Subject: Meeting to discuss exciting opportunity
Hi [Possible sponsor’s name],
I just learned about an exciting opportunity that I’d like to discuss with you. Do you have 10–15 minutes to meet with me one day this week?
Thanks,
[Your name]
Step 3. Pitch your request
You need to craft a short, persuasive pitch that will convince your possible sponsor to support you. To make this process easier, you will want to prepare and even practice your pitch.
Prepare your pitch
Mindset: Know that participating in a professional development program is beneficial for your career and for their institutional goals.
Strategy: Know the institution’s or department’s strategic goals and plan, and how the professional development program aligns with and supports those goals.
Benefits: Know the specific ways that the professional development program will benefit you and the institution.
Need: Know how the professional development program fills a gap or is different from what is available at your institution.
Cost: Know the price for the professional development program, including any travel expenses.
Time: Know the exact dates of the program and whether you will need time away from work or school to participate.
Experience: If you previously participated in a professional development program, or if you worked with the instructor/facilitator before, be ready to share your wins from that experience.
Objections: Be ready to answer questions and address objections, and have the program’s website ready to pull up during the meeting.
Craft your pitch
Start by thanking the possible sponsor for taking time out of their busy day to meet with you.
Share the purpose of the meeting.
Describe your career goals for the next 1-5 years (eg, publishing, funding) and how your goals align with the goals of the institution.
Describe the benefits of the professional development program.
Share how the professional development program fills a gap or is different from other programs at your institution.
If applicable, share your previous experience with the instructor/facilitator.
Explain the logistic details about the professional development program, such as the dates, costs, and registration deadlines.
Share the website if needed.
Ask for support.
Agree on the next steps, such as registering, reimbursement, or following up after the meeting.
Thank them again for their time (even if they said no).
Template pitch
Thank you for taking the time to with me. I’m here today because I want to discuss an exciting professional development opportunity with you.
In the next year, my goal is to submit [number] of manuscripts/grants, which aligns with the goals of our [institution/department]. To increase my chances of success, I’d like to improve my writing skills. I already explored the training options at our institution, and they do not adequately meet my needs and goals because [share how they do not meet your needs and goals].
Fortunately, I found a promising and cost-effective program to help me improve my writing skills. This program will teach me [list what you will learn]. These skills will help me to accomplish [list your goals]. (Optional) I have already worked with the instructor/facilitator, and with their help, I was able to [list accomplishments].
The program is entirely online and lasts for 12 months. The investment is [cost], which includes [share what this cost covers].
Would you be willing to sponsor my participation in this professional development opportunity?
[Continue the discussion]
[At the end of the conversation] Thank you so much for meeting with me. I’m so grateful that you [considered/accepted] my request.
Common objections
Your possible sponsor will likely have questions about the professional development program. If you are prepared to address their objections, you are more likely to get support. Here are a few common objections and things to consider in your reply.
Objection: We already have a writing program here.
Possible responses: You could explain how the professional development program is different from those existing programs and how it fills a specific or unique need that you have.
Objection: We don’t have the funds to cover the cost.
Possible responses: You could ask them to think about what the cost would be if they do not support you. You could also ask if they would cover part of the cost, would sponsor you in the future, or help you find support from a different possible sponsor. You could also offer additional benefits to them or the institution by offering to present what you learn to your colleagues or institution.
Objection: I have not heard of this professional development program.
Possible responses: You could share how others have succeeded in the program, such as sharing comments from colleagues who participated or testimonials from the program’s website. If applicable, you could also share more about your experience working with the instructor/facilitator.
Step 4. Follow up
After the meeting, send a short email to the possible sponsor you met with (ideally within a few hours). Thank them again for their time, and summarize any next steps you agreed to.
Repeat the process (if needed)
If your possible sponsor says no, you may need to repeat the steps with the next possible sponsor on your list. And in some cases, your possible sponsors may want to meet to discuss whether to support you. For example, your supervisor may want to discuss the opportunity with the department head. Be sure to track the approval process to ensure you don’t miss the opportunity to join the program before a registration date closes.
Advocate for Yourself
This process might seem daunting. But as you walk through the steps, remember that you are advocating for your needs to meet your career goals, which will also benefit your institution. And practicing these steps will also help you build confidence in asking for what you need in other aspects of your career, such as a promotion or salary increase.
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