how to write a grant proposal for nonprofit

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How to Write a Grant Proposal [Templates Included]

By Tobi Ojenike , Feb 28, 2024

If you work for a nonprofit organization or are a researcher, you’ll know that a grant proposal is a document submitted to a funding agency.

Grant proposals are also known as a request for application, notice of funding opportunity, or request for quotes and qualifications.

Grant proposals are your chance to convince grantmaking bodies (agencies that distribute funds) to hand over money. Generally, grant proposals include information such as an organization’s mission and budgetary needs.

In this post, I’ll show you how to write a successful grant proposal (tips and templates included!) and then teach you how to make a grant proposal using a Proposal Maker and grant proposal templates .

Click to jump ahead:

• Factors to consider before writing a grant proposal

How to write a grant proposal

Sample grant proposal templates.

• How to create a grant proposal with Venngage

Here are some things to consider before writing a grant proposal

• Audience:  Consider your target audience and tailor your copy to their interests and needs.
• Funding:  Choose your funder carefully. Always have an alternative list of potential funders and know the long-term sustainability of your project.
• Understand the grant requirements: Every grantmaking body sets its own rules regarding goals, application deadlines, and guidelines, so make sure you understand them and can differentiate between them.
• Have a plan :  Create a specific, actionable plan for what you want to do and why. Make sure you know how your plan will achieve positive results.
• Write a draft : Research and write down each request in an outline. Plan how you’ll add visuals to give your grant proposal an extra edge.
• Be clear and concise:  Avoid writing in the past tense and use action verbs. Again, visuals can sometimes be a better option over words.
• Include supporting materials : Provide a budget of how you’ll use the funds and include evidence to substantiate any claims you make.

Other helpful tips to consider

Here are some extra tips to help you write a grant proposal that stands out.

• Start early
• Apply early and often
• Get feedback and revise your proposal accordingly
• Be brief, concise and clear
• Be organized and logical
• Be explicit and specific
• Be realistic in designing the project
• Follow up after the proposal

Grant writing can be tricky, but it doesn’t have to be if you understand the basics.

In this section, I’ll give you tips on how to write grant proposals that’ll impress prospective funders (grant writers take note!).

Include a cover letter

The cover letter is not technically part of a grant proposal but they’re core to a successful grant application because it helps funders understand who you are.

Busy decisionmakers want to know who they’ll be funding and look for clues in your cover letter after reading through your proposal.

In your cover letter, don’t be afraid to bring out your personality, but also make sure you cover the basics like how your project fits with the funder’s objective.

Include an executive summary

The executive summary is probably the first (and maybe only) part of a grant proposal read by a funding organization.

It needs to be concise and summarize key points such as goal, strategy, people involved, expected results, and budgetary needs.

Here’s an example executive summary for some inspiration.

Provide organizational information

Providing organizational information in a grant proposal helps build credibility and establishes trust.

More importantly, this section allows funders to assess the alignment between their funding priorities and your organization’s goals and activities.

Therefore, make sure to answer questions like: What is your mission? Do you have an organizational history? What will be the impact of this project? What other programs or services do you render? 

Here’s an example of background organizational information you can make your own.

State your objective(s)

Early in your grant proposal, you should state the objectives of your project, the target audience, and expected results.

This underscores the feasibility of your project within a grant timeframe and can influence funders’ decision on a project’s worthiness (i.e.; the difference between a yes and no).

Here’s a great example of a grant proposal that nails this section.

Describe the statement of needs

The statement of needs section is used to build strong case for your project.

In this section, use data, facts and figures to back statements. This will be more meaningful than just words alone.

But make sure your data is accurate. There’s nothing worse than misleading information which can lead to rejections and damage your reputation.

Here’s a grant proposal template that has a customizable statement of needs.

Explain your methods and strategies

You’ve identified a problem and solution, but how are you going to achieve what you plan to do?

That’s what the methods and strategies section is for. Here, potential funders want to see how you’ll use their funds to determine if the project is viable.

For example, maybe your objective is to enhance community health through a mobile clinic initiative.

Detail each step of this process from procurement of medical equipment and vehicles, recruitment and training process for healthcare professionals, and logistics for deploying mobile clinics.

Here’s an example of a grant proposal that first lists goals and objectives and immediately provides an overview of the path to success.

Include an evaluation plan

When funders hand out money, they have certain conditions, like making sure you are held accountable of project progress. Often, you’ll only get more money to continue as you complete milestones.

The evaluation plan section is where you show funders how you’ll spend money as described in your grant proposal to ease their fears and doubts.

This section also shows funders that you have a realistic timeline for the project and that you’re not using the funds for any other purposes.

Include a project budget

Perhaps the most part of your grant proposal is the project budget. This is where you reveal exactly how you’ll be using funds.

Be transparent and provide a full overview of expenses and detail where and how it’ll be spent.

A great way to do this is to use an itemized table or financial plan.

When presenting an overall sum, make sure you don’t overstate or understate your needs. You don’t want funders to doubt your true intent or doubt project viability.

Here’s a grant proposal with a budget section you can use.

Include a financial sustainability plan

Most grant writers overlook including a long-term financial sustainability plan.

Most funders view grants as a long-term investment and want to back projects that can be sustainable even after the money stops rolling in.

Demonstrating a clear understanding of these factors shows funders that you have thoroughly considered the project’s financial trajectory and are prepared to manage it responsibly.

What should you include here? Total cost of future ownership, maintenance costs, inflation, ongoing, and future growth potential are a few ideas.

Sign off with your team information

Treat grant proposals as official documentation.

At the end of your grant proposal, include your (or your company’s) contact details. This makes it easier for the funders to reach out to you and do their research on you and your team.

Here’s an example of a grant proposal with a great ‘about us’ section.

Now that you understand the basics of a grant proposal, it’s time to get to work and create your own.

But you don’t need to start from scratch. Instead, edit these grant proposal templates and convert them into your own winning proposal

(Hint: visit the links to see the entire template).

How to create grant proposals with Venngage

If you want to create grant proposals that grab attention, look no further than Venngage.

With Venngage, you can you communicate boring technical info with engaging visuals and customize our professionally-designed grant proposal templates.

You don’t need to be a designer to use Venngage. If you know how to work Microsoft Word or Google Slides or similar tools, you can use Venngage.

Step 1 – Sign up for a Venngage account (it’s free!)

Sign up for a Venngage account for free using your email, Gmail or Facebook.

Step 2 – Go to the “Templates” page and select “Proposals”

Venngage already has grant proposal templates you can edit to suit your idea and vision.

To find them, go to our templates page and choose the “Proposals” category. After selecting it, this screen should load.  

Note :  Some of our grant proposal templates are free to use and some require a small monthly fee. Sign-up is always free, as is access to Venngage’s online drag-and-drop editor.

Step 3 – Select the “grant proposal” subcategory

Look for the grant proposals subcategory in the proposals template page and select it.

Step 4 – Customize your grant proposal

Browse our selection of grant proposal templates. Once you find one you like, click on it to launch the editor tool.

Here, you’ll be able to add your own text, change the design, and customize the template as you like.

Some of your customization options include:

• Add engaging visuals and symbols 
• Change color scheme
• Change the fonts and text to match your brand or style
• Move elements around with a drag and drop interface

For example, let’s pretend I chose this grant proposal template to customize.

Let’s edit this together.

For example, I want to replace the logo to reflect my company. Well, just select it and click the “ Replace ” feature on the top left. 

Once you click “ Replace “, a tab will open where you can select visuals from our library of icons. You can also upload an image (your logo).

By the way, our in-editor library has thousands of free, professional icons, plus diverse icons.

Now, let’s say I want to change the background color of some of my template.

That’s easy as well! Just select the text or background and select the “Replace” feature again. This time, you’ll be prompted with another pop-up where you can select a different color.

If you sign up for a Business Plan, you’ll also get access to My Brand Kit . With this, you can apply your brand colors to any design with one click. 

Step 5 – Save, share, or download your grant proposal

When your grant proposal is complete, you can save it as a PDF or PNG file if you’re on a Business Plan.

However, all users will always have access to shareable link that they can send potential funders.

Final thoughts: Create grant proposals with Venngage and secure funding today

A well-structured grant proposal with appealing visuals can make a lasting impression on funders and tip the balance in your favor.

Don’t waste your time with tools like Word, Google Docs where you’ll get limited design flexibility and visuals that don’t engage.

Instead, head over to Venngage’s grant proposal templates to give yourself a winning edge.

Frequently asked questions

How long is a grant proposal? 

The length of a grant proposal depends on the funder but a typical grant proposal is usually between 5-20 pages. The funding body might request additional documents as well, so it’s important to know funding guidelines.

What is the writing style for a grant proposal?

The writing style for a grant proposal is formal. You want to be concise and objective, so focus on clarity, impact and your alignment with the priorities of the funder.

What is the lifecycle of a grant proposal?

The grant proposal lifecycle begins with research, planning and development, followed by drafting, revising and editing the narrative and budget. Applications are then submitted before funders review and make decisions. If successful, negotiations may occur to finalize details, after which the funded project is implemented according to the approved plan. Finally, progress and final reports are submitted to the funder. This cyclical process ensures accountability and project success.

What is the difference between a proposal and grant proposal?

Proposal is a broader term encompassing various applications for funding, resources, or partnerships whereas a grant proposal specifically refers to an application for grant funding from a foundation, government agency, or other organization.

What is the difference between a grant proposal and a grant letter?

A grant proposal is a detailed document that includes the project description, methodology, financial plan, and financing rationale. A grant letter, on the other hand, can be a more straightforward request or statement of interest.

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From Proposal to Funding: A Comprehensive Guide to Grant Writing for Nonprofits

Grant writing for nonprofits is the process of applying for funds to support your nonprofit organization’s programs. It involves performing research on potential grant funding sources and opportunities that align with your mission and goals, developing a compelling proposal that convinces them to fund your programs, submitting the proposal for review, and performing follow-up. While there is no one size fits all approach for grant writing for nonprofit organizations, the most common sources of grant funding are community groups, government agencies, corporations , and private foundations.

For most nonprofits, this process can seem daunting and stressful. But it doesn’t have to be. Understanding the current nonprofit grant writing trends and implementing essential best practices can streamline your grant proposal and writing process and position your nonprofit for success this grant season. 

Learn the Secrets of Grant Seeking Success

Watch this on-demand webinar to learn tips, tricks, and tools to increase your success with grants and keep that funding flowing for years to come. 

Understanding Grant Writing for Nonprofits

What is grant writing.

Grant writing is the process of preparing and submitting a proposal to request funding from various sources, such as government agencies, private foundations, corporations, and other philanthropic entities. Nonprofit organizations rely on grant funding to finance their programs, projects, and initiatives that align with their mission and vision.

The Purpose of Grant Writing:

The primary purpose of grant writing is to secure financial resources to support the nonprofit’s activities. Grants can provide vital funding for program development, research, capacity building, infrastructure, community outreach, and more. Grants not only provide financial support but also lend credibility to an organization, validating its cause and attracting other potential funders.

Role of Grant Writing in Nonprofit Organizations:

Grant writing plays a pivotal role in the sustainability and growth of nonprofit organizations. Here are a few key aspects to consider:

Identifying Funding Opportunities:

Successful grant writing begins with identifying appropriate funding opportunities. This involves researching and understanding the priorities, funding criteria, and guidelines of potential grantmakers. By aligning your nonprofit’s mission with the goals of a funding source, you increase your chances of securing financial support.

Building Relationships with Funders:

Grant writing also involves developing relationships with potential funders . Cultivating connections through networking events, attending conferences, and engaging with philanthropic community and talent community can lead to valuable insights, partnerships, and funding opportunities. Building trust and rapport with funders can strengthen your organization’s chances of securing grants in the long run.

Grant Management and Reporting:

Once you secure a grant, proper management and reporting are crucial . Fulfilling the obligations outlined in the grant agreement, providing progress reports, and demonstrating the effective use of funds are essential for maintaining a positive relationship with funders and ensuring future funding opportunities.

Navigating Common Challenges in Grant Writing

By understanding common challenges and implementing effective approaches, you can enhance your chances of securing grants and making a meaningful impact in your community.

Finding the Right Grant Opportunities:

One of the initial hurdles in grant writing is identifying the right grant opportunities for your organization. With countless grants available, it can be overwhelming to determine which ones align with your mission and goals. To overcome this challenge:

• Conduct thorough research: Explore grant databases, online platforms, and government websites to find grants that fit your organization’s focus areas.
• Network and collaborate: Engage with other nonprofits, attend conferences, and join professional associations to discover potential grant opportunities through shared experiences and connections.
• Create a tailored grant calendar: Maintain a calendar with upcoming deadlines, eligibility criteria, and requirements to stay organized and ensure you don’t miss out on valuable opportunities.

Developing a Compelling Proposal:

Crafting a persuasive and compelling nonprofit grant proposal is essential for capturing the attention of funders. However, nonprofits often struggle with clearly conveying their goals, objectives, and impact. To tackle this challenge:

• Clearly define your project: Clearly articulate your organization’s mission, project objectives, target population, and the specific problem you aim to address.
• Tell your story: Use compelling narratives , real-life examples, and data to illustrate the importance and impact of your work. Highlight the personal stories of individuals who have benefited from your programs or services.
• Align with the funder’s priorities: Tailor your proposal to align with the funder’s interests and priorities. Show how your project fits within their funding guidelines and supports their overall mission.

Addressing Budgeting and Financial Management:

The budgeting process can be intricate, particularly when aligning it with the grant requirements and expectations. Nonprofits often face challenges in accurately estimating project costs, managing budgets effectively, and demonstrating financial sustainability. To overcome these hurdles:

• Be meticulous in budget planning: Conduct a comprehensive assessment of your project’s needs, including personnel, resources, supplies, and indirect costs. Provide clear justifications for each budget item.
• Develop strong financial systems: Implement robust financial management systems to accurately track expenses, demonstrate transparency, and ensure compliance with grant reporting requirements.
• Seek expert assistance : Consider involving a financial expert or consultant to assist with budgeting and financial reporting, particularly for complex grants.

Managing Collaboration and Partnerships:

Collaboration and partnerships can enhance the competitiveness of your grant proposal, but they can also present challenges in terms of coordination, communication, and aligning objectives. To navigate these challenges effectively:

• Identify strategic partners: Seek out organizations or individuals whose missions align with yours and who can contribute complementary resources or expertise.
• Establish clear roles and responsibilities: Clearly define the roles and responsibilities of each partner involved in the grant project, ensuring everyone is aware of expectations and timelines.
• Foster effective communication: Regularly communicate with your partners to maintain alignment, address any issues or challenges, and ensure a coordinated approach.

Ensuring Grant Compliance and Reporting

When it comes to managing grants, compliance and reporting obligations are paramount. As a recipient of grant funding, you have a responsibility to ensure that the funds are used appropriately and in accordance with the grant guidelines. Additionally, timely and accurate reporting is crucial to maintain transparency and accountability . Let’s delve into the importance of grant compliance and reporting obligations and provide you with valuable guidance on establishing effective systems for tracking progress and meeting deadlines.

Importance of Grant Compliance:

Grant compliance serves as the foundation for a successful grant-funded project. It ensures that the funds are utilized for their intended purpose and in accordance with the grant agreement. Here are a few reasons why grant compliance is of utmost importance:

• Maintaining Integrity: Grant compliance helps maintain the integrity of the funding source, instilling confidence in the grant provider that their funds are being used appropriately. It builds trust between the grantee and the grantor, paving the way for potential future funding opportunities.
• Legal and Ethical Obligations: Compliance with grant regulations is not just a matter of good practice; it is often a legal and ethical obligation. Failure to comply with grant requirements may lead to financial penalties, legal consequences, and even jeopardize your organization’s reputation.
• Transparency and Accountability: Compliance ensures transparency and accountability in the use of public or private funds. It allows stakeholders, including grantors, community members, and the public, to have access to accurate and timely information about how the funds are being utilized.

Establishing Effective Systems for Tracking Progress

Tracking progress is crucial for effective grant management. By establishing robust systems, you can monitor and measure your project’s advancement, ensuring compliance and demonstrating the impact of the grant. Here are some steps to establish an effective tracking system:

• Understand Grant Requirements: Thoroughly review the grant agreement and guidelines to gain a clear understanding of the reporting and compliance obligations. Identify specific deliverables, milestones, and deadlines to guide your progress tracking.
• Develop a Project Plan: Create a comprehensive project plan that outlines the tasks, timelines, responsible parties, and expected outcomes. Break down larger goals into manageable milestones, making it easier to track and assess progress along the way.
• Implement Documentation Procedures: Maintain a centralized repository for all project-related documentation, including invoices, receipts, progress reports, and communications with the grantor. Consistent documentation ensures easy access to relevant information when reporting is required.

Meeting Reporting Deadlines

Meeting reporting deadlines is essential for maintaining a positive relationship with the grant provider and ensuring ongoing compliance. To meet these deadlines effectively, consider the following:

• Establish Internal Deadlines: Set internal deadlines well in advance of the actual reporting due dates. This buffer allows time for any unforeseen issues or delays and helps you stay on track.
• Maintain Clear Communication: Regularly communicate with your team members and stakeholders involved in the project. Clear and open lines of communication will help ensure everyone is aware of their responsibilities and can address any challenges promptly.
• Regularly Review Progress: Continuously monitor your project’s progress against the established milestones and deliverables. Regular reviews will allow you to identify any potential roadblocks and take necessary corrective actions in a timely manner.

You’re one step closer to writing the perfect grant proposal!

Use this FREE Grant Preparation Toolkit to familiarize yourself with grantmakers and get access to a worksheet that can help structure your grant writing process.  

Leveraging Evaluation and Impact Measurement

When it comes to grant writing, securing funding is often contingent on demonstrating the potential impact and measurable outcomes of your proposed project. Evaluation and impact measurement play a pivotal role in this process, providing essential evidence of your project’s effectiveness and demonstrating your organization’s commitment to accountability. By leveraging these strategies effectively, you can enhance your chances of securing grants and driving meaningful change.

Understanding the Role of Evaluation and Impact Measurement:

Evaluation and impact measurement are integral components of grant writing, as they allow funders to assess the effectiveness and sustainability of proposed projects. They provide a systematic way to collect data, measure progress, and determine whether project objectives have been achieved. By incorporating evaluation and impact measurement into your grant proposal, you can showcase your commitment to accountability, demonstrate your project’s potential for success, and increase your credibility as a grant applicant.

Setting Measurable Goals:

To effectively leverage evaluation and impact measurement in grant writing, it is essential to set measurable goals. Clear and specific goals enable you to define the desired outcomes of your project and provide a framework for evaluation. When setting goals, consider using the SMART (Specific, Measurable, Achievable, Relevant, Time-bound) criteria to ensure they are well-defined and actionable.

Clearly articulate what you aim to achieve, focusing on specific outcomes rather than vague intentions. For example, instead of stating a goal as “improve educational outcomes,” specify it as “increase the high school graduation rate by 10% within two years.”

Measurable:

Establish concrete indicators that allow you to measure progress and determine whether your goals have been met. These indicators can be quantitative (e.g., number of participants, percentage increase) or qualitative (e.g., improved quality of life, increased satisfaction).

Achievable:

Ensure that your goals are attainable and realistic within the scope of your project’s resources and timeframe. Setting unrealistic goals can undermine the credibility of your proposal.

Align your goals with the overall mission and objectives of your organization, as well as the specific funding opportunity. Emphasize how achieving these goals will contribute to the funder’s priorities and address the identified needs.

Time-bound:

Set clear deadlines or milestones to track progress and provide a timeline for evaluation. Establishing specific timeframes creates accountability and demonstrates your project’s potential for timely impact.

Showcasing Outcomes:

Effectively showcasing outcomes is crucial for demonstrating the impact of your project and increasing your chances of securing grants. Here are some strategies to consider:

• Data Collection and Analysis: Develop a comprehensive plan for collecting relevant data throughout your project’s lifecycle. Use both quantitative and qualitative methods to capture a holistic view of the outcomes. Analyze the data to identify trends, measure progress, and determine the success of your project.
• Narrative Storytelling: Supplement your data with compelling narratives that illustrate the real-world impact of your project. Share success stories, testimonials from beneficiaries, and anecdotes that highlight the transformative power of your work. This humanizes your project and helps funders connect emotionally with your cause.
• Visual Representation: Utilize visual aids such as charts, graphs, and infographics to present data in a visually appealing and easily digestible format. Visual representations can effectively convey complex information and make a stronger impression on funders.
• Comparative Analysis: Provide benchmarks or comparisons with similar projects or interventions to demonstrate the uniqueness and effectiveness of your approach. Highlight how your project outperforms existing initiatives or fills a gap in service provision.

Utilizing Keela for Streamlined Grant Writing

Grant writing plays a pivotal role in securing funding for nonprofits, but it can be time-consuming and complex. Fortunately, Keela offers a comprehensive solution that streamlines the process, improves efficiency, and maximizes your chances of success.

Fundraising Software :

Keela’s integrated fundraising software simplifies donor data management, enabling you to track and nurture relationships efficiently. By leveraging this feature, you can identify and target potential donors who align with your organization’s mission and funding criteria. Keela provides customizable donor profiles, donation tracking, and analytics, offering valuable insights for strategic grant writing. Centralized access to donor information empowers you to tailor your proposals and create compelling narratives that resonate with funders.

Communication and Email Marketing :

Keela’s email marketing capabilities are a powerful tool for engaging potential funders and stakeholders. With pre-designed email templates and automation features, you can streamline your outreach efforts and maintain consistent, professional communication. Craft personalized email campaigns, update donors on project progress, and share success stories that demonstrate your impact. Keela’s email marketing functionality allows you to segment your contact lists, ensuring targeted messages that enhance your grant proposals.

Donor Journeys and Automation :

Keela’s automation tools simplify repetitive tasks, freeing up time and energy for strategic activities. From automated follow-ups and reminders to task management and deadline tracking, Keela ensures nothing falls through the cracks. By automating routine processes , you can focus on crafting compelling narratives, conducting research, and addressing grant application requirements.

Grant Writing Trends for Nonprofits

Grant writing is an essential skill for nonprofit organizations seeking funding to support their mission and initiatives. In today’s ever-changing landscape, it is crucial for nonprofits to stay updated on the latest grant writing trends to maximize their chances of success. Here are six key trends to consider when crafting your best grant proposals:

1. Shifting Funding Priorities: Examining the Changing Landscape of Grant Opportunities

The pandemic has brought about significant shifts in funding priorities. Granting organizations are increasingly focusing on supporting diversity, equity, and inclusion in their funding decisions. They are seeking to promote transparency, provide easily accessible information, and simplify application or grant request forms. As a nonprofit, it’s important to understand these changes and ensure that your application aligns with the evolving priorities of grantors.

2. Embracing Technological Advancements: Leveraging Digital Tools and Platforms

In today’s digital age, nonprofits have access to a wide range of technological tools and platforms that can enhance their grant writing efforts. From online grant databases to project management software, these digital solutions can streamline the application process, improve collaboration among team members, and enhance reporting capabilities. Embracing these technological advancements can help nonprofits stay competitive and increase their chances of securing grants..

3. Focus on Collaboration: Harnessing the Power of Partnerships and Collective Impact

Addressing large-scale social challenges often requires collaboration and collective action. Grantors are increasingly interested in funding projects that involve partnerships between multiple nonprofit organizations. Instead of viewing similar organizations as competitors, nonprofits should explore opportunities for collaboration, pooling resources and expertise to solve complex problems. Highlighting partnerships and demonstrating a collective impact in your grant proposals can make them more compelling to funders.

4. Data-Driven Grant Writing: Incorporating Evidence and Impact Metrics

Grantors are placing greater emphasis on data and evidence-based practices. Nonprofits should focus on collecting and presenting relevant data that demonstrates the impact of their programs and initiatives. This includes outcome measurements, success stories, and other evidence of effectiveness. By incorporating data-driven elements into your grant proposals, you can provide funders with a clear understanding of the results your organization can achieve and the value of their investment.

5. Grantor Expectations: Understanding the Evolving Requirements and Application Processes

Grantors are continuously evolving their requirements and application processes. It is crucial for nonprofits to stay updated on these changes and tailor their proposals accordingly. This includes understanding the specific goals and priorities of each grantor, as well as any new reporting or evaluation requirements. Taking the time to research and understand the expectations of each grantor will greatly increase your chances of success.

6. Grantors are Donors Too

Treating grantors as valued partners and donors can significantly impact your grant writing success . Just like individual donors, grantors have specific funding interests and preferences. Take the time to get to know your potential funders , reach out to them to discuss your project, and explore potential alignment between your organization’s mission and their funding priorities. Building relationships with grantors can lead to more targeted and successful grant proposals.

By keeping these grant writing trends in mind, nonprofits can enhance their grant-seeking efforts and increase their chances of securing funding to advance their mission and make a positive impact in their communities. Stay informed, adapt your strategies, and always strive for strong partnerships and measurable impact.

See how Keela can help you access all the reports you need for your grant application.

Essential Tips for Successful Grant Writing

Grant writing is a crucial skill for a nonprofit organization looking to secure funding for their programs and projects. A well-crafted grant proposal can make all the difference in attracting the attention and support of grantors and funders. Here are some essential tips to enhance your grant writing process and increase your chances of success:

1. Conducting Effective Grant Research:

Identifying Suitable Opportunities Before diving into grant writing, it’s essential to conduct thorough research to identify suitable grant opportunities for your organization. Utilize funding databases, both online and offline, to explore various family, corporate, federal government, and other grant sources. Create a calendar to track deadlines and set realistic targets for funding amounts. Remember that larger grants often have longer review processes, so plan accordingly.

2. Crafting a Compelling Grant Proposal :

Key Components and Writing Strategies A compelling grant proposal should clearly convey your organization’s mission, goals, and the specific project or program you seek funding for. Consider the following key components when crafting your proposal:

• Executive Summary: Provide a concise overview of your organization and the project, highlighting its significance and impact.
• Statement of Need: Clearly articulate the problem your organization aims to address and explain why it is important to solve it.
• Goals and Objectives: Define the specific goals and measurable objectives of your project, demonstrating how they align with the funder’s priorities.
• Program Description: Describe your project in detail, including its activities, timeline, and expected outcomes.
• Organizational Capacity: Highlight your nonprofit’s strengths, experience, and track record in delivering successful programs.
• Evaluation Plan: Outline how you will measure and evaluate the success of your project, including data collection methods and indicators.
• Sustainability and Budget: Discuss your organization’s plan to sustain the project beyond the grant period and provide a realistic and comprehensive budget.

Ensure that your proposal is clear, concise, and compelling, using simple and jargon-free language. Follow the grant application guidelines provided by funders and tailor your proposal to resonate with their mission and goals.

3. Demonstrating Organizational Capacity:

Highlighting Nonprofit Strengths and Track Record Grantors are interested in funding organizations that have the capacity to successfully implement and manage projects. Clearly demonstrate your nonprofit’s strengths, experience, expertise, and track record in delivering impactful programs. Highlight any relevant partnerships, collaborations, or achievements that showcase your organization’s credibility and ability to achieve the desired outcomes.

4. Building Strong Relationships:

Nurturing Connections with Grantors and Funders Building relationships with grantors and funders is crucial for successful grant writing. Whenever possible, reach out to the grantor to discuss your organization’s program and inquire about the fit with their funding priorities. Building a rapport with funders can increase the likelihood of your proposal being considered and may provide valuable insights for future grant opportunities. Maintain open communication, express gratitude for their support, and provide updates on the progress and impact of funded projects.

5. Effective Budget Planning:

Developing Realistic and Comprehensive Budgets A well-planned and realistic budget is an integral part of any grant proposal. Develop a comprehensive budget that aligns with your project’s activities, timelines, and anticipated outcomes. Ensure that all expenses and revenue sources are clearly outlined and justified. Pay attention to any specific budget requirements outlined by the grantor and ensure accuracy and consistency throughout the proposal.

6. Reviewing and Editing:

Ensuring Clarity, Coherence, and Error-Free Proposals Before submitting your grant proposal, review it thoroughly to ensure clarity, coherence, and error-free writing. Check for spelling and grammatical errors, mismatched dates, and missing information. Engage your grant and fundraising strategy team or other colleagues to provide feedback and suggestions for improvement. A well-polished proposal enhances your professionalism and increases your chances of success.

Conclusion 

Successful grant writing for nonprofits requires continuous learning, adaptation to trends, and leveraging technology and resources. Key points include understanding grant writing, finding opportunities, developing compelling proposals, addressing budgeting and collaboration, ensuring compliance, measuring significant impact, and staying informed about trends. By following these guidelines, you can position your nonprofit for grant-seeking success and make a positive impact in your community. To learn more about grant writing tips and strategies, contact Sheila Kern at Purposefully.  

About the author:

Sheila Kern , Principal Consultant, Purposefully

Sheila Kern is a results-driven leader who’s dedicated her career to supporting social purpose and charitable organizations to achieve impact in their communities. As principal consultant at Purposefully in Vancouver, Sheila offers experience in leadership, fundraising, strategic planning, governance, and grant writing.

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Writing a successful grant proposal is essential to securing funding for a nonprofit organization. A well-crafted grant proposal can help an organization stand out from the competition and demonstrate the value of its work to potential funders. A typical grant proposal should include several sections, including an introduction, need statement, goals and objectives, methodology and activities, evaluation plan, budget, sustainability plan, and organizational capacity. It’s essential to tailor the proposal to the specific requirements and priorities of the foundation being applied to and ensure that it is clear, concise, and well-organized. This guide will provide an overview of each section of a “typical” grant proposal and offer tips for crafting a compelling proposal that meets the needs of both the organization and the funder.

• Introduction : This section should briefly introduce the organization, its mission, and its history. It should also include a summary of the proposed project or program the funding will support.
• Need Statement : This section should provide an overview of the issue or problem that the proposed project or program will address. It should include statistics, data, and other evidence to demonstrate the need for the project or program.
• Goals and Objectives : This section should outline the specific goals and objectives of the proposed project or program. It should explain how the project or program will address the identified need and how it will benefit the target population.
• Methodology and Activities : This section should provide a detailed description of the activities and methodology that will be used to achieve the project or program goals and objectives. It should explain how the activities will be implemented, who will be involved, and the timeline for implementation.
• Evaluation Plan : This section should describe the methods used to evaluate the project or program’s success. It should include specific metrics and indicators that will be used to measure progress and outcomes.
• Budget : This section should provide a detailed budget for the project or program, including all costs associated with implementation, such as personnel, equipment, supplies, and overhead expenses. It should also include a description of how the funds will be used and any other funding sources that have been secured or are being sought.
• Sustainability Plan : This section should describe how the project or program will be sustained beyond the funding period. It should explain how the organization will continue to fund and support the project or program after the grant period has ended.
• Organizational Capacity : This section should provide an overview of the organization’s capacity to implement and manage the proposed project or program. It should describe the organization’s experience and qualifications in the relevant field and highlight any partnerships or collaborations supporting the project or program.
• Conclusion : This section should summarize the proposal’s key points and make a strong case for why the organization is the best candidate for the funding. It should also express gratitude for the foundation’s consideration and provide contact information for the organization’s representative.

Remember to tailor your proposal to the specific requirements and priorities of the foundation you are applying to, and ensure that your proposal is clear, concise, and well-organized. Good luck with your proposal!

Planning and Writing a Grant Proposal: The Basics

Grant Proposal Writing is Exciting, Imaginative Work

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Overview Additional Resources about Grants and Grant Writing Considering the Audience, Purpose, and Expectations of a Grant Proposal Common Elements of Grant Proposals General Tips Successful Sample Proposals

So, you want to write a grant proposal? This is exciting! This means that you have valuable research to do or a particular nonprofit to build or a community resource you’re passionate about developing. You have a distinct vision for how something could be improved or advanced, and you’re ready to ask for funding or other support to help this vision become a reality.

As you reach toward this unrealized vision by developing a grant proposal, you should think about successful grant writing as an act of imagination. Professor Kate Vieira, a Curriculum and Instruction professor at UW-Madison with considerable grant writing experience, describes grant proposal writing as a creative process akin to fiction writing—these are works of imagination. Professor Vieira recommends approaching the task of writing a grant proposal with an attitude of wonder and excitement as you strive to turn your ideas into something real. You have a great idea, and you think that you’re the best person to achieve a specific goal. Now you just need to convince others to get excited about this vision as well.

On this page, we offer some ways of thinking about grant proposals and advice about the process of planning and writing a proposal. We consider grant proposals; overall purposes, audiences, and expectations in order to make this information applicable across a range of contexts. However, this general approach has important limits . First, you will need to get more tailored advice about grant writing within your specific discipline or sphere. Second, you’ll need to follow very carefully the exact instructions about proposals from the granting agencies to which you are applying.

Talk with professors, mentors, previous grant recipients, the funding agency/group you are applying to, and trusted advisers in your field to learn more about what successful grant proposals look like in your situation and to get feedback on your plan and on your drafting process.

Before you start writing your grant proposal, you’ll want to make sure that you:

• develop a specific, meaningful, actionable plan for what you want to do and why you want to do it;
• consider how your plan will achieve positive results;
• locate a granting organization or source that funds projects like the one you have in mind;
• research that organization to make sure that its mission aligns with your plan;
• review the organization’s proposal guidelines; and
• examine sample proposals from your department, peers, and/or the organization.

When you’ve done all of this, you’re ready to start drafting your proposal!

Additional Resources about Grants and Grant Writing

For students, faculty, or staff at UW–Madison, a great place to learn more about grants, grant proposal writing, and granting institutions is the Grants Information Collection at UW–Madison’s Memorial Library. Check out their website and our review of some of their materials as well as links to other useful grant resources here.

Considering the Audience, Purpose, and Expectations of a Grant Proposal

A grant proposal is a very clear, direct document written to a particular organization or funding agency with the purpose of persuading the reviewers to provide you with support because: (1) you have an important and fully considered plan to advance a valuable cause, and (2) you are responsible and capable of realizing that plan.

As you begin planning and drafting your grant proposal, ask yourself:

• Who is your audience? Think about the people from the agency offering this grant who will read this proposal. What are the agency’s mission and goals? What are its values? How is what you want to do aligned with what this agency is all about? How much do these readers know about what you are interested in? Let your answers to these questions inform how you present your plan, what vocabulary you use, how much background you provide, and how you frame your goals. In considering your audience, you should think about the kind of information these readers will find to be the most persuasive. Is it numbers? If so, make sure that you provide and explain your data. Is it testimonials? Recommendations from other collaborators? Historical precedent? Think closely about how you construct your argument in relationship to your readers.
• What are the particular expectations for this grant? Pay attention to everything the granting organization requires of you. Your proposal should adhere exactly to these requirements. If you receive any advice that contradicts the expectations of your particular situation ( including from this website ), ignore it! Study representative samples of successful proposals in your field or proposals that have received the particular grant you are applying for.
• How do you establish your credibility? Make sure that you present yourself as capable, knowledgeable, and forward thinking. Establish your credibility through the thoroughness of your plan, the intentional way that you present its importance and value, and the knowledge you have of what has already been learned or studied. Appropriately reference any past accomplishments that verify your ability to succeed and your commitment to this project. Outline any partnerships you have built with complementary organizations and individuals.
• How can you clearly and logically present your plan? Make sure that your organization is logical. Divide your proposal into predictable sections and label them with clear headings. Follow exactly the headings and content requirements established by the granting agency’s call for proposals.Grant proposals are direct and to–the–point. This isn’t a good place for you to embroider your prose with flowery metaphors or weave in subtle literary allusions. Your language should be uncluttered and concise. Match the concepts and language your readers use and are familiar with. Your readers shouldn’t have to work hard to understand what you are communicating. For information about writing clear sentences, see this section of our writer’s handbook. However, use a vivid image, compelling anecdote, or memorable phrase if it conveys the urgency or importance of what you are proposing to do.

Common Elements of Grant Proposals

General tips, pay attention to the agency’s key interests..

As mentioned earlier, if there are keywords in the call for proposals—or in the funding organization’s mission or goal—be sure to use some of those terms throughout your proposal. But don’t be too heavy–handed. You want to help your readers understand the connections that exist between your project and their purpose without belaboring these connections.

Organize ideas through numbered lists.

Some grant writers use numbered lists to organize their ideas within their proposal. They set up these lists with phrases like, “This project’s three main goals are . . . ” or, “This plan will involve four stages . . . ” Using numbers in this way may not be eloquent, but it can an efficient way to present your information in a clear and skimmable manner.

Write carefully customized proposals.

Because grant funding is so competitive, you will likely be applying for several different grants from multiple funding agencies. But if you do this, make sure that you carefully design each proposal to respond to the different interests, expectations, and guidelines of each source. While you might scavenge parts of one proposal for another, never use the exact same proposal twice . Additionally when you apply to more than one source at the same time, be sure to think strategically about the kind of support you are asking from which organization. Do your research to find out, for example, which source is more likely to support a request for materials and which is more interested in covering the cost of personnel.

Go after grants of all sizes.

Pay attention to small grant opportunities as well as big grant opportunities. In fact, sometimes securing a smaller grant can make your appeal for a larger grant more attractive. Showing that one or two stakeholders have already supported your project can bolster your credibility.

Don’t give up! Keep on writing!

Writing a grant proposal is hard work. It requires you to closely analyze your vision and consider critically how your solution will effectively respond to a gap, problem, or deficiency. And often, even for seasoned grant writers, this process ends with rejection. But while grant writers don’t receive many of the grants they apply to, they find the process of carefully delineating and justifying their objectives and methods to be productive. Writing closely about your project helps you think about and assess it regardless of what the grant committee decides. And of course, if you do receive a grant, the writing won’t be over. Many grants require progress reports and updates, so be prepared to keep on writing!

Successful Sample Grant Proposals

One of the best ways to learn how to write grant proposals is to analyze successful samples. We’ve annotated and uploaded three very different kinds of successful proposals written by colleagues associated with UW–Madison. We encourage you to carefully read these samples along with the annotations we’ve provided that direct your attention to specific ways each one is doing the work of a strong proposal. But don’t stop with these! Find additional samples on your own of successful proposals like the one you’re writing to help guide and further your understanding of what has worked and been persuasive.

• Sample Grant Proposal 1 (PDF) Fellowship Proposal for UW–Madison’s Center for the Humanities’ Public Humanities Exchange (HEX)
• Sample Grant Proposal 2 (PDF) Proposal for a 3–Year National Science Foundation Graduate Research Fellowship
• Sample Grant Proposal 3 (PDF) Madison Writing Assistance’s grant proposal to the Evjue Foundation

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How to Write a Successful Non-Profit Proposal

by Veronica Hunt

There is no ultimate recipe of success when it comes to grant writing. It is a rare case when you apply for only one grant and receive it like in a fairy tale. More often than not, the first try ends up in frustration. You probably won’t get it the very first time you try. It takes time to learn, revise, create new proposals, and finally compose a really good one.

There are more than a million of registered non-profits in the USA. And all of them are gunning for the same money. And, of course, corporations cannot afford to gift money to each one of them. Well, the truth is that there is a lot of fish in the sea, and there is still enough grant money to get by those who are willing to go after it.

The steps below will help you write a winning grant proposal with less effort and frustration. Use them as your guide and good luck!

Step#1: Find the best grant for you

If you have no idea where to start and how to find a grant – search online for the local foundations in your field or go to the library. Yes, in your local library there are usually people with grant finding experience in staff that can help you with your research process. Be nice to them and chances are that they will provide you with what you want.

Do not waste your time on corporations that are not related to your own niche. Focus on those who have similar goals.

Step#2: Do your research just like with your school papers 

Usually, corporations have guidelines for grant proposal writing. If you have already chosen a good one, read the guidelines attentively and find out about the basics like when the proposal is due, financial limitations, and don’t forget to find out whether a detailed LOI (“ Letter of Intent ”) is required (we’ll talk about this one later). Thereafter you are highly recommended to visit their corporate website and take a close look at the other organizations they have previously funded. It is even better for you to Google these organizations and read the feedback left by the previous grantees. Be sure to find some samples of nicely-composed grants online.  This website  will provide you with some good examples.

Step #3: Have a clear plan

Meet your team members and subdivide the work among them. As mentioned above, some grantors require a LOI, which is a small proposal (one or two pages long) that summarizes your main ideas and goals. This document should provide a quick and clear insight about your organization, plans, and the ways the donors can benefit from supporting you. This one is a perfect way for both, you and the funding corporation, to get to know whether you can successfully cooperate. Your grantors can learn whether your ideas are a good fit without reading those endless proposals, and you have a chance to explain everything briefly, without a necessity to write tons of pages. The scheme is simple – you provide your LOI, and a funding corporation recognizes your effort and requests a complete proposal.

Step #4: LOI writing

Despite the fact that your LOI should be concise, it still needs to be eye-catching. If the funding organization has a template on their website – follow it. If not – follow this  sample  and make sure to include these points:

• First paragraph that summarizes your request. From the very beginning, you should explain what you offer, how much money you need and for what reason.
• Needs. Include the needs your project is addressing.
• Program model. How are you going to address the needs?
• Final goals. Include measurable outcomes you are trying to achieve. We know that you are not a psychic, but be as specific as possible!
• Budget. How much money do you need in total?
• Time. When will you start the project, what obstacles are the most likely, and what will you do to prevent them?
• Partners (optional). If you have any – highlight their roles.
• General organizational background. Here you are welcome to say a couple of words about your organization, a brief history or main mission would suffice.
• Contact information. Don’t forget to include your name, phone, email, and website.

Yes, you have to try hard and squeeze all of this into one or two pages. After your LOI is finalized, submit it, and hope for the best.

Step #5: Write a full version of a proposal

Yes, we believe that your awesome LOI will be accepted and you should prepare to write a complete proposal. Gather your team, consult with them, sit down and start composing a full version. This one should be 5-10 pages long and cover all the issues you have mentioned in your LOI just in more detail.

If you shudder at the memories of when you had to write those boring papers at college, grant writing is not like that at all. Grant writing is great fun! And you are free to copy and paste, take information from your previous proposals, and stuff! Moreover, unlike your academic papers, grant writing doesn’t require any highbrow language. All you have to do is to answer all the questions and include all the details. Add some research data, statistics, or citations, if needed. Keep it mind, citations and statistics which refer to the current research can work like magic and make your proposal look awesome.

Step #6: Meet the deadline

Do not wait until the last minute with your submission. Some funding corporations are strict enough to reject your request if you miss the deadline by ten seconds. Give yourself time for revisions, editing, and for technical surprises (like computer freezing, loss of Internet connection, or something else).

This way you write a proposal for your organization. Hopefully, you will get the grant to fulfill your ideas. If not, take a day off to have some rest and watch your favorite comic show to cheer up. Then start at Step #1 again. Good luck!

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Writing a Grant Proposal

Are you applying for a grant on behalf of your nonprofit organization? This guide will help you write a master proposal.

A master proposal includes all the information you may need to apply for a grant. Every foundation will have different instructions, make sure you follow them. A primary reason grant proposals are not accepted is because instructions were not followed.

Be discriminating about to whom you send a grant proposal. Having a master proposal ready will make it easier and faster to organize everything, but it should not be the only format an organization uses. Many foundations have moved to an online format that will ask specific questions about the goals and mission of your organization.

The Need/The Narrative

The first part of the narrative should explain why your organization/program is needed. Ask yourself these questions when writing this portion.

• Who am I helping?
• What is their environment like?
• Why do they need my help?
• Is anyone else already helping them?
• Is there data available to back up my statements?

The use of reliable data in your need/narrative statement is imperative to a good argument. Use reliable sources for your data. These sites provide free and respected data:

• US Census Bureau
• USA.gov Statistics Page
• Pew Research
• Foundation Maps (accessible through your local Funding Information Network )

Project Description

A project description should be as detailed as possible. You can include a description of the program or organization activities, job designations, and event schedules.

Funders understand that plans may change, but expect the original proposal to remain consistent. Be committed to your original proposal.

Evaluation & Sustainability

Include performance measurement methodology in your project description. Also include how the program will sustain itself. Many funders require quarterly reports; use these as a period assessment guide. Before that, however, you need to decide what data you need to track. Write an evaluation plan for your proposal and use it as a guide from the beginning.

Obtaining relevant quantitative data for the evaluation can be difficult. For instance, if your organization is trying to "teach good home ownership skills," what methods of data collection will you use? Does it already exist elsewhere? Qualitative analysis may be useful in this situation. Measure Results is a useful site for evaluation planning.

Funders want your organization to succeed long after their investment. Be sure the organization or program description demonstrates sustainable fiscal capacity and self-sufficiency. List other funding sources, if you have them. Funders are not competing with each other; they are comfortable collaborating with industry "friends" who back the same organizations.

Organization Information

Let funders know why you are uniquely qualified to carry out your actions. Items to include might be your mission and vision, your Board members, previous successful projects, and other funding awarded to your organization.

Budgets need to be itemized. Include capital expenses and operating expenses, etc., that you will need to complete your mission. Do not sell yourself short; create a detailed and realistic budget. If a project is underfunded, it will make you look disorganized.

Look at your project description and itemize everything with a cost, include these in your budget. Staff salaries can be divided into "percentage of time spent." For example if your project manager spends 50% of his or her day on one program, include this in the salary budget description of the program's grant request.

Additional Paperwork

Funders will ask for all kinds of paperwork, so it's best to have copies of your paperwork on file so you can access them easily when you need to. This file will also be useful in case of an audit.

This paperwork should include the organization's charity registration certificate and 501(c)3 certificate, the organization's most recent 990 tax form, the organization's mission and vision statements, and a list of board members with their contact information and qualifications.

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Ten Tips to Write Winning Grant Proposals

Ten grant proposal tips.

As the competition for grants continues to grow, nonprofit organizations should always ask themselves how they can make their applications stand out. This article discusses ten ways to enhance your proposal writing to help you develop the best applications possible. Some grant proposal tips are about preparing or planning your applications, while others concentrate on framing up or writing your applications. Taken together, they should help you polish your proposals to perfection! 

Tip 1: Be Prepared

It is a great idea to have several projects sketched out so that you are ready to refine and enhance your proposals and not start from ground zero. The minimum information you want to have “shovel ready” includes data and statistics on the addressed need. You should know what you will do (your approach) and what changes you will make in the lives of those you serve. It would help if you also thought about your community (outcomes) and the budget. 

Write this information in a program planning framework, a logic model, or a simple worksheet or word document. 

Having an “arsenal” of potential projects will give you a competitive advantage in several ways. First, it will help you identify funders and funding opportunities that match your project. Before funding searches, know who the project serves, your solution, and what you will change. The resources you need so your search is as comprehensive as possible and uncovers a wide range of funders. 

Second, it helps avoid “mission creep.” This is the process of matching your projects to the funding source instead of the funding source for your project. You want to ensure you find solid matches between the funding opportunity and your project. Don’t change your approach to meet funding opportunities that do not align with your mission and vision. 

Third, most funders do not give you much time to develop your applications. So, this preparation will help you focus on improving, enhancing, aligning, reviewing, and editing your proposals to have the most significant impact. 

Tip 2: Involve Those You Serve in the Design of Your Programs

Involving your target population in the design of your programs is a great way to ensure that the work you are proposing to do (your approach) will meet the needs of those you serve. Nonprofit organizations address a wide variety of community challenges—and the root causes of these problems are multifaceted. Working with your target population helps you create impactful strategies that address the underlying issues leading to adverse outcomes. 

For example, let’s say your organization provides one-on-one tutoring to help adults learn how to read. You know the statistics and demographics of your target population—the percentage of adults not able to read past a fourth-grade level. When you examine the “why” behind the statistics (i.e., Why are 25% of adults reading below a fourth-grade class?), you may find several different reasons. It could be because there are no literacy programs for adults. Or perhaps there are sufficient programs but no transportation to the schedule. Or maybe there is so much stigma that adults needing services don’t come forward. 

Knowing the “why” behind the need leads directly to the approach you will develop. And engaging the target population in this discussion will get you the best answer. For example, if stigma is the reason, potential/past participants can share ways to reach out to the target population that are sensitive to their needs and reduce the stigma they face. Without their input, you may propose a strategy that does something  but not the thing the target population needs to help them overcome obstacles.

Tip 3: Partners—You Can’t Be the Lone Ranger

Going hand-in-hand with the root cause analysis is the ability to identify partners to collaboratively address issues, using the skills and resources from several organizations/entities. Again, most of the problems nonprofits deal with have several root causes, and you will find other agencies to partner with to address the issue holistically. Using the previous example, there may be an existing program that transports individuals to job training or to access educational opportunities. Thus, you could partner with this organization to provide transportation for your adult literacy programs. Funders like to see scarce resources shared among programs instead of duplication of services. 

Tip 4: Write With the Reviewer in Mind

It is essential to understand that grant reviewers—the people who score and rank your proposals—are people too! They may be community volunteers who donate their time or staff at the agency or foundation. It is essential to write your application with the reviewer in mind and make their job of understanding and scoring your application as easy as possible.

First, assume that the reviewer knows nothing about your community or organization, the needs you address, what you do, or how you do it. Almost exclusively, the reviewer only uses the documents submitted in your application to evaluate your proposal. Therefore, if you want them to know something, you must write it out and explain it clearly. 

Second, reduce or eliminate jargon in your writing. It is easy to fall into the habit of using terminology and acronyms that make sense in your world. But most grant reviewers do not live in your world. Explain unique terms and concepts and spell out all acronyms.

Tip 5: Follow the Directions

Funders usually have application forms to complete and a list of instructions you are to follow. These instructions typically include questions to answer and attachments in your submission. These are called Application Guidelines, Grant Instructions, Requests for Proposals (RFPs), Funding Opportunity Announcements (FOAs), or various names. Regardless of the term used to describe the application instructions, follow them to the letter. Answer questions in the order they are listed, use the funder’s headings and terminology, and complete the forms they provide (if applicable). 

Tip 6: Highlight Your Strengths, Not Your Needs

How do you create an application that shows you are worthy of funding? A funder (or any donor) wants to hear about what you change, your impact on the community, and your solutions to community challenges, not what your organization needs. Having a laundry list of requirements (“I need a staff person,” “We need a building,” or “My organization needs equipment.”) is not a compelling argument to a funder who is looking to support community change efforts financially. All nonprofits can provide a list of what they need. 

You want to be solution-based, demonstrating your ability to effect change—not a needy nonprofit organization that will go out of business if it doesn’t receive funding. If you write from a deficit-based perceptive, make the shift to position yourself as a strong and viable organization that is competitive for a funder’s investment.

Tip 7: Don’t Underestimate the Time It Takes to Craft a Strong Proposal

Writing successful proposals takes time and energy. Creating a proposal writing schedule can help ensure you account for the time it will take to prepare, review, and edit a strong proposal. After identifying a grant you want to apply for, list all the documents that need to be submitted. Make note of tasks to complete, the people responsible for each job, and the due dates.

One way to submit the most robust application possible is to get input and edits from others. You want to schedule a time to get these reviews of your drafts. To ensure your application is straightforward, have someone completely unrelated to your organization read it and provide feedback.

Tip 8: Demonstrate That You Have Designed the Most Cost-Effective Solution Possible

In your budget narrative, communicate to the funder how you have leveraged other funds to support your project, used cost-saving measures, and maximized all available resources to show you are making the best out of the funder’s investment. Again, don’t assume that they know you have developed a cost-effective approach—tell them how you have done it. 

Tip 9: Increase Your Skills by Reading Successful Grant Proposals

Reading successful grant proposals helps you hone your proposal writing skills. You can dissect them to see what was clear, how information was laid out and presented, and other elements you can mimic in your proposals. 

Read through successful proposals to find ways to tell your organization’s story, study what makes proposals strong, and discover your proposal writing voice. It doesn’t matter if the topics in the sample applications are relevant to your organization. You’re just looking for the key elements that make the applications strong so that you can apply them to your writing.

Tip 10: Be Persistent

Proposal writing is a skill that can be developed, but it does take time and effort. For rejected applications, reach out to the funder. You can ask for feedback about how your application could have been more vigorous. Use your investment of time and energy put into the first application to enhance a second (or third!) effort.

Alice Ruhnke

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How To Write a Grant Proposal (Grant Writing For Nonprofits)

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‍ Video transcript ↓

For a nonprofit to thrive financially, it takes building out multiple streams of revenue.

This could be from individual donations, corporate support, selling fundraising items, or strategically hosting in-person or virtual fundraisers , just to name a few.

But what's really going to play a key role in raising money for your organization is applying for grants.

Now, If you're looking for the best ways to find grants for your nonprofit, you're in luck. We took a deep dive into this topic in another video: How to Find Grants For Nonprofits .

So once you've got your game plan together on what grants to apply for, then it's time for the rubber to meet the road.

You've got to prepare a grant proposal that's going to convince someone to heavily invest in your cause. Its success will come down to everything from robust planning to intricate details of crafting a message that inspires.

We know a lot can ride on this, which is why we got you covered.

In this video, we're going to go over the best practices on how to write a grant proposal. Ready to jump in?

I'm Joseph with Anedot, and let's get into it!

6 questions to ask yourself before writing a grant proposal

Before you start writing, you want to make sure the mission of your nonprofit relates to the grant proposal. You do this by finding deep connections between the two.

This is crucial, since your organization will need to meet all the exact instructions and qualifications of the grant while providing answers that are clear, in-depth, and meaningful.

They will serve as the content you'll need to write an awesome proposal.

So, unearthing those connection points are found by asking these vital questions found below.

Grant proposal questions to ask yourself:

Who are you serving?

What would you do with the grant funding specifically, when would you look to execute on this plan, why is your mission important, how will you execute on your plan, how is that plan relevant to the grant.

This question gives you an opportunity to introduce yourself and share the problem you're trying to solve.

It will also give you the opportunity to establish your credibility as a nonprofit by sharing your track record of success up to this point.

This is where you'll be able to showcase your solution and share your detailed plan to spend the grant effectively.

Timing plays a big part in grants since many of them have application deadlines and tax write-offs are involved.

So filling out this information shows your plan is ready to roll.

Here's where you can express the heart behind what makes your organization awesome and impactful.

Here you can give some high-level steps to what you're going to accomplish.

Here's where you'll solidify your connection to the grant and make it feel like partnering with your organization is a no-brainer.

Once you have these questions filled out, you should have more than enough content ready to start writing.

Next up, we need to talk about who you're writing to.

→ Learn about the 5 tactics you can use to increase donor engagement !

Identify your audience for your grant proposal

Now let's talk about identifying your audience and what they care about.

Again, we covered this extensively in our " How To Find Grants For Nonprofits " video.

But to summarize, you should ask yourself, "Is this an organization asking for applications based on a specific geographic area? Is it based on a specific interest?"

Understanding your reader and potential competition can help you craft a message that gives your organization a better chance at receiving the grant.

By recognizing who is reading your proposal, you will start having an idea as to their expertise in an area, and as a result, what message is most likely to be effective.

Many times, grant funding decisions are made based on attention to detail and the thoroughness of the plan present in the proposal.

Because of this, be sure to pay attention to every criterion in the instructions and make sure you are speaking to that request to a tee.

One exercise to consider would be to think in advance, "If someone was reading this proposal, what questions would they have?"

From there, you can build those answers into the proposal. It can also help to get a second set of eyes, so bring in a few colleagues or friends to participate in the same exercise.

With that being said, there are thousands of grants available for nonprofit organizations.

We’ve put together a list to help you find grants for nonprofits, organized by the type of nonprofit: charities, churches and ministries, and education. Check out the list: Find Grants for Nonprofits.

Many grants are only available for projects, rather than normal business expenses, so these could be perfect to augment fundraising events/projects.

→ Learn how to plan a fundraising gala from our interview with Michael Swetz!

Create the perfect grant proposal

Alright, now that you have all of your content gathered and a firm understanding of who your audience is, it's time to start writing.

Now, most grants have a rigid format requirement. So, please follow the directions provided to you.

However, most funders want the same type of information.

So this outline should meet the needs of most funders, or it should at least guide you when approaching a funder that does not have a required format.

Pro-Tip: Make sure everything you write is as clear and direct as possible.

Alright, let’s hop in. I’ll share some tips with each section of the outline.

Grant proposal outline:

• Cover letter

Executive summary

Need statement, goals and objectives, program plan, evaluation plan, grant proposal cover letter.

First up is a grant proposal cover letter. This will paired with the completed grant proposal.

Now, writing this can be tricky because you don't want to simply re-use the content you will write later, but your goal here is to really catch the attention of the reader.

It's your elevator pitch, and will leave a first impression.

So be sure to address your letter to the person receiving the grant, state what you want, and summarize your plans.

You need to make them care about what you are doing and connect with it immediately.

Sharing personal stories along with strong supporting data that outlines the need for the cause is a great way to do this.

Second, an executive summary.

This should be communicated with energy and urgency, since it will be the first part of the grant proposal the reviewer reads.

This should be short and to the point. It is a summary of what is in your proposal.

Next up, a need statement is your opportunity to explain why your organization needs the funding and the impact it could make.

Assume the person knows very little about your organization and does not make assumptions on their knowledge of your organization.

Goals and objectives will outline what you plan to do and accomplish with the grant.

You should use the "SMART" system of specific, measurable, achievable, relevant, and time-bound to build your objectives.

Then there's a program plan.

This explains how and when you will accomplish your goals and objectives.

It takes the earlier items and goes a step further to show the reader that you are serious about the grant.

Your budget should include specifically how you will use the grant funding and how it will be tied back to the plan.

If you're going to use a mix of different funding sources, you should mention both how you will use the grant funding and how that ties into the bigger picture.

Many times a foundation will want to know that they are not the only funding source for a project.

Last up is your evaluation plan.

This is where you'll define the success of the grant. How will the funders know that the money they gave you will have an impact?

This should tie into your goals and objectives so you can explain the data you will collect to know that you've been successful.

→ Learn 3 tips to optimize your donation page design and increase giving!

Closing thoughts

Here at Anedot, we don't provide grants or grant software, but we do make it easier for nonprofits to collect donations from individuals and organizations.

Sign up for an Anedot account today if you need help collecting online donations for your nonprofit.

And that's it! Hopefully, you can use these tips and tricks to write your next grant proposal!

If you've made it to the end of this video, we just want to say thank you! It definitely helps the algorithm to push our content to more people.

We've had quite a few new subs since we re-launched our channel roughly 6 months ago, and we're just really grateful for your support and know there's greater things ahead.

Let us know in the video comments section what you would like us to talk about next, because we want to be an awesome resource for you on your journey to make an impact in your community.

Thanks for watching! Again, be sure to like, subscribe , and hit the notification button for more videos like these. Also, be sure to check us out on social media.

I’m Joseph with Anedot, and we’ll see you next time!

80 Community Service Ideas for Nonprofits

Show notes:

How to attract a new corporate partner in less than 30 days.

How to Listen and Capture Powerful Stories to Grow Your Nonprofit

10 Things You Can Do For Your Ministry Staff (When You Can’t Give A Raise)

Church giving checklist (best practices to grow church giving).

7 Ways to Recession-proof Your Church

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Grants 101: A Guide to Successful Grant Writing for Nonprofits

Grant writing can be a daunting task for any nonprofit organization, but with the right resources and knowledge, it can be a successful and rewarding endeavor. In this blog post, we'll explore the best practices for grant writing and effective nonprofit email marketing. We'll cover topics such as the key components of a grant application, how to research potential grant opportunities, and how to craft a compelling grant proposal. We'll also discuss the value of email marketing in helping to secure grant funding and the best practices you should keep in mind when creating an email campaign. By the end of this post, you'll have all the knowledge you need to start writing successful grant proposals and creating effective email marketing campaigns.

Introduction to Grants

Grants are a great way for nonprofits to secure additional funds for their organization or project. This blog post will provide an overview of the grant writing process, from identifying funding needs to submitting your grant request. We'll also provide some tips for writing an effective grant request and answer some common questions about grant writing.

Identifying Your Funding Needs

The first step in the grant writing process is to identify your organization's funding needs. Think about what projects or programs your organization is looking to expand or launch. What specific expenses are associated with these projects or programs? Once you've identified your funding needs, you can start researching grant opportunities that might be able to help you meet these needs.

Researching Grant Opportunities

The next step is to start researching grant opportunities. Look for grants that are specifically tailored to your organization's needs. Consider the amount of money you need, the types of expenses you need to cover, and any other criteria that might be relevant.

Crafting a Winning Grant Proposal

Once you've identified a potential grant opportunity, it's time to craft a winning grant proposal. Consider the requirements of the grant, the goals of the organization, and the needs of the community you are serving. Make sure to provide a clear and compelling case for why your organization deserves the grant.

Tips for Writing an Effective Grant Request

When writing a grant request, make sure to keep your language clear and concise. Avoid jargon and technical language, and focus on the benefits your organization will bring to the community. Make sure to include all of the necessary information that is outlined in the grant requirements.

Finalizing Your Grant Request

Before submitting your grant request, take the time to review it and make sure that it is complete and accurate. Make sure to proofread your grant request for any spelling or grammar errors. Once you are satisfied with your grant request, you can move on to the next step.

Submitting Your Grant Request

Once you have finalized your grant request, it's time to submit it. Follow the instructions outlined in the grant requirements and make sure to submit your request on time.

Post-Submission Steps

After submitting your grant request, take the time to follow up with the grantor. Make sure to thank them for their time and attention, and let them know that you are available to answer any questions they may have.

Common Questions about Grant Writing

Grant writing can be a complicated process. Here are some common questions about grant writing:

• What should I include in my grant proposal?
• How do I know if I am eligible for a grant?
• How do I write a compelling grant request?

Resources for Nonprofits Seeking Grants

There are a number of resources available for nonprofits seeking grants. Here are some helpful resources:

• Grant Writing Tips for Nonprofits
• Grant Writing Resources for Nonprofits
• Grant Writing Tips and Resources Below we answer common questions entrepreneurs have about these topics.

I. Introduction to Grants

What is a grant.

A grant is a financial award given by a government or private institution to help you with a specific project or need. Grants are often given based on need, merit, or a combination of both.

What types of grants are available?

Entrepreneurs should think about answering this question by first researching what types of grants are available to their particular industry or niche. Afterward, entrepreneurs can then determine how to best position themselves as a qualified applicant for these types of grants and whether or not it would be worth their time to apply for them.

II. Identifying Your Funding Needs

What are the estimated costs associated with your project.

You should be as specific as possible when answering this question, so that the person asking can have a better understanding of what they're getting into. Be as honest as you can, and keep in mind that detail is what helps people make informed decisions. This is an excellent opportunity to show off your organizational skills, so be prepared with a list of everything you think will be required for your project, down to the smallest of details.

What potential sources of funding are available to you?

If you have a community of customers, friends, or family who support your business, you can consider crowdfunding. GoFundMe, Kickstarter, and Patreon are just a few of the many options for these types of campaigns. If you're a new business owner, you may not be able to meet the requirements to get a loan from a traditional bank, but that doesn't mean there aren't options. There are many online peer-to-peer lending platforms that are designed to help small businesses finance projects. These include Lending Club, Upstart, and Patch of Land.

III. Researching Grant Opportunities

What resources are available to help with researching grant opportunities.

I would advise that the best way to find grant opportunities is to reach out to as many people as possible, talk to other business owners, other sources, and spend time browsing the internet. If you need help understanding the process, reach out to your local Small Business Administration or other non-profit orgs in your area. They may be able to help you find the right grants for your business.

Is there a step-by-step guide to the grant research process?

As an entrepreneur, the grant research process is a long one, and it can be overwhelming. The first step should be to find a grant that you are eligible for. You need to know what your niche is and find a grant that will help you fund your business. You need to be prepared to write a solid business plan to present to the grant committee. Finally, you need to have your finances in order to be able to deliver what you have promised.

IV. Crafting a Winning Grant Proposal

What tips and strategies can you offer for writing a successful grant proposal.

The grant is offered to accomplish a specific goal. So, while writing a grant proposal, you must make sure that your idea is in line with the goals of the grant. The grant is generally awarded for a specific purpose, so you need to make sure that your idea is in line with the goal of the grant. You must be able to show how your idea fits into the grant's purpose and how it will help achieve the grant's goals.

What resources are available to help applicants craft a competitive application?

The only way to answer the question of what resources are available to help applicants craft a competitive application is to do your research. This can mean going through the job posting, looking at the company website, and even reaching out to the company HR department. You need to see if there is a specific format they are asking applicants to use and which questions are being asked. Make sure your resume is formatted appropriately and that you've addressed the questions in a clear and concise manner.

V. Tips for Writing an Effective Grant Request

What types of information or evidence should be included in the grant request to make it as persuasive as possible.

When presenting your grant application, you want to be sure to include a strong call to action in your proposal. State what you will accomplish with the grant, and what you will do if you are not awarded the grant. This will help to make your grant application as persuasive as possible because you are showing what you will do with the grant and what you will do if you do not receive the grant.

How can you ensure that the grant proposal is tailored to the specific needs of the grant provider?

At the end of the day, when you are trying to appeal to a fund provider, it's all about your story. You need to highlight your achievements and how you have made a difference in your community or field of expertise. You need to make it clear why this particular fund provider should be supporting your cause.

VI. Finalizing Your Grant Request

Have you included all supporting documentation with the grant request.

As an entrepreneur, you should think about the supporting documentation that you have included with your grant request. This is important to include because it helps the organization reviewing your application to better understand your goals and how you plan to achieve them. It also gives them an opportunity to get to know you and your business better.

Are you confident that the grant request meets all of the requirements outlined by the funding organization?

The best thing to focus on here is how you can add value to the organization. Donors don't just want to help people; they want to help people who can help themselves. If you can show that your project will increase the chances of success for future students or employees, you're more likely to get the money you're asking for.

VII. Submitting Your Grant Request

How should i submit my grant request.

An entrepreneur should follow the instructions provided in the call for proposals, whether it's an essay or video submission. Following instructions helps the reviewer to see that you are organized and that the request is well-researched. You want to show that you're ready to receive funding.

What documents must I include in my grant request?

When it comes to writing a grant request, it's important to be as detailed as possible. While you may think that writing in a clear and concise manner will suffice, you'll find that the judges of your grant application will appreciate any added details. For example, if you're writing about a project that you want to carry out, share every possible detail of how you want to carry it out. Describe the process in detail so that the judges can see how your idea will play out. This will also help them visualize your project, which will increase your chances of being awarded the grant.

VIII. Post-Submission Steps

How will i be notified of the status of my submission.

Stressing the value of your services is a great way to answer the question, How will I be notified of the status of my submission? By highlighting the benefits of working with you, you're also showing potential clients that you're more than just a service, but an integral part of their success.

For example, you could say, "You'll receive an email confirming the publication of your article. You can also sign up for our monthly newsletter, which notifies you of any updates to your articles." By stating that you provide additional services, you're showing clients that you're more than just a one-and-done service.

What should I do if I have any follow-up questions?

For an entrepreneur to answer the question, What should I do if I have any follow-up questions?" they should consider addressing the following:

First, explain that your company has a dedicated customer service team that can assist with any further questions or concerns. Additionally, provide the customer with the contact information for this team, so that they can reach out if they have any further questions or concerns.

IX. Common Questions about Grant Writing

What resources should i consult for grant writing advice.

Grant writing is a complex process, but the first step is always the same, research! Before you even think about writing a grant proposal, you should conduct a thorough investigation into the types of grants that are available, what criteria each grant provider uses to evaluate proposals, and which grants would be a good fit for your organization. There are lots of great resources available online that can help you with this, but nothing replaces hands-on experience! Talk to people who have successfully won grants for similar organizations, and learn about the steps they took to achieve success. Once you have a thorough understanding of the process, you'll be ready to start crafting your own grant writing strategy.

How should I structure my grant proposal?

Always answer the question in a clear way and don't ramble on. Organize your thoughts and write your answer in a way that's easy for the reader to understand. If you're submitting a grant proposal, you probably have some experience to draw from. For example, if you've received grants before, you can draw from your experience to provide insight in your answer.

X. Resources for Nonprofits Seeking Grants

What tips or advice do you have for nonprofits seeking grants.

In my experience, nonprofit organizations seeking grants should always be transparent in answering this question. The nonprofit sector is highly competitive, and you want to do everything in your power to differentiate yourself from the competition. One way to do this is to be clear about what you want to accomplish and how the grant will help you achieve that goal.

Are there any online resources available to help nonprofits with the grant application process?

I'd say that if you're an entrepreneur looking to answer this question, you should think about answering it by recommending a few of the best ones. The best resources will have a good reputation, meaning people will have left reviews, ratings, and comments about them. This will give your answer credibility, which is important when you're trying to help others.

Grant writing can be a daunting task, but it can be a rewarding experience for any nonprofit organization. Taking the time to properly research, plan, and craft a winning grant proposal can be the difference between success and failure. This blog post provided a comprehensive overview of the grant writing process, from identifying your funding needs to post-submission steps. We hope that you have a better understanding of the process and the resources available to help you craft an effective grant request. With the right preparation and support, you can be on your way to securing the funds you need to achieve your organization's mission.

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How to Write a Compelling Grant Proposal

Working with generous members of the community to raise funds can be key to furthering your nonprofit work, but to take the first step you’ll need an effective grant proposal.

A grant proposal is a formal request for financial support from a foundation, corporation, or individual. Drafting such a thing can seem like a daunting task, but as long as your nonprofit has a clear mission and attainable goals, it should be fairly simple. With this guide to writing a compelling grant proposal, you’ll be ready to apply for grants in no time.

Before pledging to help your cause, the party you’re reaching out to will want to know exactly where their money is going and how it will affect the world for the better. That means that every piece of a grant proposal is built to show future supporters who you are and what you aim to do with their funds.

Before You Begin

Before you sit down to compose your proposal, you’ll need to gather your materials. Be sure to have your project budget, your mission statement, and a list of your executives on hand, as well as any other data that validates your work.

Information about the organization you’re contacting is also vital. Each corporation, foundation, and individual you reach out to may have different preferences about the content you send them. Familiarize yourself with your chosen party before you begin, and make sure to follow their specific grant proposal guidelines.

As you begin, keep in mind that you are crafting a type of persuasive statement. Remember—or study—Aristotle’s three Modes of Persuasion : people should be able to trust your character (Ethos), have compassion for your cause (Pathos), and see the proof that your work is effective (Logos). Each of the following 10 elements of your proposal should work together to provide a convincing invitation for any future supporter.

1.    Cover Letter

Though your nonprofit’s cover letter should be the first thing your recipient sees, it is best to write it last. Saving it for the end will allow you to simplify the information you’ve already compiled and connect personally with your future donor.

The goal of a cover letter is to connect your nonprofit’s cause with the donor’s passions. It should always be addressed to an individual and should show an understanding of their purpose and desire. Lay out (in the shortest form possible) the basic goals and needs of your initiative, and why the other party should be interested. Try to keep your cover letter only a few paragraphs long, and never more than one full page of writing. You’ll have plenty of chances to elaborate later, but for now your desire should be to simply invite them further into your mission. Keep your language friendly and respectful, with a “Dear” at the beginning and “Sincerely” at the end.

2.    Executive Summary

The executive summary of your proposal must be straightforward and brief, but should give ample details about your goals and strategies. In this summary you’ll need to convince your donor that:

• there is a problem,
• your organization has the means and experience to solve it, and
• this mission is relevant to theirs.

Cite data and statistics, revealing what your focus is and how you will be able to enact change. Keep your donor’s ideals in mind and connect them to the goals of your initiative. Don’t be afraid to brag on your nonprofit a bit, letting them know that you can and will fulfill the mission effectively—that your organization is the right one to support.

As with the cover letter, you may want to write your summary after the body of your proposal, but be sure to include it early in your submission. The executive summary has the potential to keep your donor reading or turn them away for good, so take special care to make it compelling. Remember Aristotle’s modes of persuasion: give them the logical proof of your efficacy, show them that your organization can be trusted with the task, and remind them that their own passions align with yours.

3. Statement of Need

Your proposal’s statement of need portion is simple: you must convince your prospective donor that there is a problem, and that the problem is solvable.

This is where you want to employ the Logos : include the numbers and facts to tell the story of a community in need. Remember why you started this initiative in the first place, and focus on that. What needs to be changed? Is it possible to change it? Both these questions are key: not only should the need be evident, but its solution should also appear attainable. You will go further into strategic details later, but even here the situation should not seem hopeless. Without a glimpse of an achievable goal, your donor will be disinclined to throw money at the problem. If you do make it clear that improvement is possible, they should be motivated to keep reading.

4.    Outline of Goals

This section is about how your organization wants the “need” numbers to change. Be specific, and try to create SMART goals: Specific, Measurable, Achievable, Relevant, and Time-Bound. These types of goals will both help you carry out your initiatives and show your future donors that you mean it when you seek community improvement.

Specificity and measurability may not seem important, especially if you’re focused on any and all improvement. But for your future donor (and for your nonprofit), being able to gauge change is essential. They want to know exactly what sort of difference their contribution will create; that’s what your goals outline is all about.

5.    Action Plan

You’ve shown your future patron the problem. You’ve told them what you want to do about it. Now you need to present your implementation strategies: the How of it. The strength of your plan of action is what will convince a donor that your nonprofit can put their money to good use. Be specific and realistic. Talk about your staff capabilities, your experience in the field, and the tools at your disposal. If you have been working for some time already, and have data to prove your methods, provide it. Give them every proof that you have the ability to achieve the goals you’ve set. Use positive language: don’t be afraid to hype up your previous work, and show your excitement about the future. Remind them that all you need to succeed is their pledge of support.

6.    Evaluation Method

Even before you receive your grant, you need a plan to evaluate the results of your work. This will be a detailed account of how you plan to measure the improvements you laid out in the goals section. If you’re not sure where to go with this, take a look at the work of other nonprofits. You’ll almost always find an abundance of data about the change they’ve enacted. This can be heartwarming in the form of success stories and videos, but it should also be presented in numbers and statistics. How exactly will a donor know that their contribution is effective? They want to know that you’ll be able to tell them.

7.    Budget Details

Any future donor needs to know exactly how you operate financially. That’s why a detailed project budget is essential to your grant proposal. This should be in graph or table form, and include all income and costs for your initiative, from current donations to salaries to overhead costs. Your budget will show why you need funding and specifically where it will go. Pay close attention to this section, as it is the basis for your grant request.

8.    Community References

To build your Ethos with your donor, you’ll want to provide a list of the individuals and organizations who are already working with you. Let them know who else is on board with the project, and where you’re receiving other funding. Knowing that you have a sustainable plan for continued operation is vital, and trustworthy names can go a long way towards building your reputation, especially if you’re reaching out to a donor for the first time.

9.    Organizational Information

The final thing you should include in your proposal is some basic information about your organization. Tell about your age and origin, as well as naming your top executives. Explain how and why your nonprofit began in the first place, and tell about the other projects you have completed in the past. This background gives your future donor a better idea of who they’re working with.

10.  Appendix

Finally, before you submit your grant proposal, include an appendix with any other documents and materials that may be helpful. Some examples are: proof of your tax-exempt status under Section 501(c)(3), reports and press releases of your past work, and letters of support from other donors. These items will conclude the body of your proposal.

Writing an effective grant proposal can be a challenge, but it should never seem impossible. If you keep the modes of persuasion in mind, state your case clearly, and go over your work thoroughly, you can feel confident when you submit your proposal. Even if you are rejected the first time, remember that dismissal from one donor does not mean failure: keep reaching out to the members of your community for support and pressing towards your goals. There are people everywhere who are eager to fund the right causes, and a solid grant proposal can lead them to you.

To put your new grant proposal skills to work, start applying to some of the grants on our Giant List of Corporate Grants and Donations .

By Alana Jones

Share this story, about the author: nonprofit megaphone.

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How to Write a Winning Grant Proposal: A Nonprofit’s Guide to Securing Funding

Grants, which are funds awarded by an outside source and typically earmarked for a particular use, are incredibly valuable for nonprofit organizations to achieve their missions. In fact, it is not uncommon for organizations to rely on this type of funding to cover operating expenses, pay workers, and launch initiatives.

Common sources of grants include public and private institutions, including government departments, family trusts, foundations, and the like.

Because of the competitive nature of the grant process, it’s important to know how to write a grant proposal, how to evaluate which opportunities are worth pursuing, and how to effectively communicate your organization’s intentions.

What Is Grant Writing?

Grant writing is the application process required of an organization seeking certain financial awards. Crafting an impactful grant proposal takes compelling communication, clear language, and an understanding of the funding landscape. To start, it is useful to differentiate between funding sources and the types of grants they offer.

• Federal grants are a way in which the U.S. government contributes to a wide range of ideas and projects that provide public services or stimulate the economy.
• State grants vary from federal grants when it comes to administration. For example, a state grant is typically geared toward local needs as opposed to national or international causes.
• Local (city or county) grants are useful for an even smaller scope. This level of targeted support typically involves the improvement of community development, infrastructure, public services, and individual efforts by community members.
• Private grants can come from corporate or non-corporate entities, family trusts, foundations, financial institutions, or individuals. When it comes to these types of non-government grants, Candid keeps a global database of opportunities.

How to Write a Grant

These six steps will help you create a strong grant proposal, increasing your chances of achieving the funding and recognition that can drive your organization forward.

Dedicate ample time to analyzing your needs, including what areas of your organization will benefit from grants, exactly how much funding is needed, and realistic outcomes. You will want to thoroughly explore opportunities you qualify for, and allocate resources — time and personnel — to thoughtfully write your grant proposal.

2. Know what sets you apart

Grants are often highly sought after, so you’ll need to be well-versed on the ins and outs of what makes your organization unique and deserving. Conduct thorough research about your field, including the needs you serve and the impact you can make with grant funding. Share specific stories, testimonials, and experiences that stand out to you and the community at large that you serve.

3. Utilize facts and figures

Data will help prove your organization’s worth. Consider providing financial insights, information about existing partnerships, and budgeting outlooks. Use numbers to show the needs of populations you serve and project how beneficial grant funding will be, including plans for allocation.

4. Communicate clearly

Be highly sensitive to each and every requirement. These will vary by grant and must be followed. You’re the expert in your field, but your reader might not be. Write your grant proposal using clear, concise language without industry jargon if it’s not well-known. It’s important to also abide by any word counts or length requirements.

5. Fact-check and proofread

Get another set of eyes on the application to ensure nothing was overlooked, preferably someone with grant writing experience. Spelling errors, misrepresentations, and room for interpretation could all sway a grantor from accepting your proposal.

6. Educate yourself

For those interested in learning the latest nonprofit grant writing practices, USD offers a 100% online course focused on the step-by-step process of grant preparation, organization, and detailed evaluation. This course is best suited for nonprofit professionals and volunteers of all levels, including CEOs, executive directors, grant writers, and fundraising coordinators.

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Grant Writing Do’s & Don’ts

It’s probably clear by now that there are certain actions that will improve your chances of obtaining grant funding or quickly eliminate you from consideration. Here’s a simple breakdown of some of the most common habits to consider (and to avoid) when grant writing.

How do I know if I should apply for a grant?

Start by taking a close look at your organization’s circumstances — financial and otherwise — to evaluate exactly what areas need support. This will allow you to seek grant opportunities that are the right fit, also helping to ensure that you’ll stand out from other applicants.

Where do I find grant opportunities?

Resources like Grants.gov , Candid.org , and the Council on Foundations have searchable databases of grant opportunities. Consult your local network as well to learn about any community resources that might be available.

What are grant writing best practices?

Being prepared with facts and figures to prove your organization’s needs is important. Communicating clearly, knowing the latest industry trends, and setting yourself apart are also best practices when it comes to grant writing.

Where do I learn how to write a proposal for funding?

Courses such as USD’s online Nonprofit Grant Writing are incredibly useful to stay up to date on the latest, most effective methods. Students learn how to identify grant opportunities, step-by-step processes of grant preparation, how to integrate budgeting, and more.

What makes a grant proposal stand out?

Get specific during the grant writing process about how you will use grant funds and what beneficial outcomes are imminent. Make the grantor connect with your cause, even if this is the first time they’re learning about what you do. Include standout stories and examples to paint a clear picture of your circumstances.

What are some common mistakes in grant writing?

All too often, grant proposals include unrealistic asks, industry buzzwords that lack real meaning, and too much room for interpretation. Instead, it’s best to be as straightforward as possible and make clear what good you will be able to achieve with grant funding.

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Four common grant proposal documents (free samples included)

• Melissa Pulis (she/her)
• July 13, 2023

Nonprofit work means paperwork. While Candid is working to reduce that burden broadly, here is one specific way we are trying to help: by providing sample grant proposal documents . 

There are four major documents that you may need to create if your nonprofit is looking for funding. Each has a different purpose and elements you’ll need to make your case to funders.  

In this blog, we share the major types of grant proposal documents, their components, and free sample resources to show you what a successful version of each one looks like. 

Letters of inquiry (LOI)

If you’re new to fundraising and grant writing, you may have not heard the term letter of inquiry , or LOI. Honestly, when you do, it’s good news. 

A letter of inquiry or LOI is something a funder may ask for in lieu of a full grant proposal. Instead of a giant stack of papers, you just need to write a few pages to create a LOI that will get the funder excited to support your cause or project.  

Sometimes, this can be the first step in a funder’s broader grant proposal process. In this case, you may be asked to complete a LOI to show whether you meet the grant criteria, so time is not wasted on a full proposal. Other times, it serves as the entire proposal. 

Here’s what a letter of inquiry should include: 

• An introduction that summarizes the letter.  
• A brief description of your organization and why this particular project is important.  
• A statement of need that convinces the reader your project meets the specific needs of those you serve. 
• A methodology that explains how you’ll do it. 
• Other funding sources that are being approached. 
• Finally, a summary of what was just said and a brief thank you to the funder for considering your organization.  

The biggest challenge is you only get a couple pages to make your case. In our LOI sample documents , you will see examples of how you can summarize projects in a compelling and concise way. 

Cover letters

This is the most important part of your grant proposal: the cover letter . Think of a cover letter as a compelling introduction to the contents of your full proposal. It’s your first chance to connect your project with the funder’s philanthropic mission.  

At minimum, your cover letter should include: 

• An introduction to your project. 
• The dollar amount of funding you need.  
• How your project and organization will further the foundation’s mission. 
• A list that outlines the proposal’s contents. 
• Contact details in case the funder wants additional information. 
• A signature from your organization’s executive director. 

Additionally, if your organization has branded letterhead, consider using it for added polish. 

In our sample documents, you’ll find three different examples of cover letters that include these aspects. 

Proposal budgets 

Proposal budgets may seem a bit dull, but many funders say it’s the first part of a grant proposal that they read. Your budget should show your credibility and impact with numbers.  

A proposal budget should include: 

• Grants and other funding contributions. 
• Earned income from events, products, and fees. 
• Direct costs, like staff time, consultants, supplies, equipment, and evaluation (such as conducting surveys or collecting feedback). 
• Indirect costs—or the invisible costs, like rent, utilities, office supplies, marketing, and administrative staff. 

Make sure your budget adds up (it’s a big red flag when it doesn’t). Not only should the math be correct, but it should also match the request for funding you’re making in the proposal.  

To see this in practice, review our proposal budget sample documents.  

Full grant proposals

Here’s the big one. Writing a full grant proposal can be a little intimidating.   

Before you begin, make sure to read and re-read the instructions from the funder. You don’t want to miss some simple but important proposal requirements, like using a specific font. 

Here are the key elements of a proposal: 

• Executive summary. This is where you’ll give a snapshot of the problem, your solution for addressing it, why your organization can help, and the amount of funding you’ll need to do so. 
• Needs statement. Next is a needs statement that shows why your project is needed and aligned with funders’ focus areas. 
• Project description. In this section, you’ll share your project’s goals and objectives, detailed activities, and information about your organization. 
• Proposal budget. Finally, a budget that shows in numbers how you’ll address the problem. 

Reading examples of full grant proposal documents can be a helpful way to get started. You can also check out our free live and on-demand trainings .  

Need more help? Our team of online librarians is here to provide resources and support. You can reach out to them by emailing [email protected] or via chat during business hours.  

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• Candid’s tools
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• Nonprofit and charity work

About the author

Melissa is an experienced information professional who leads Candid’s Online Librarian program and oversees content creation for Candid Learning’s Knowledge Base Articles. She is passionate about librarianship, providing equitable access to information, and teaching people how to navigate online resources.

In addition to her experience leading the Online Librarian program, Melissa has extensive nonprofit experience having worked in development for both small and large Cleveland-area nonprofits and as a grants manager for a private foundation. Melissa has a Master of Library and Information Science from Kent State University.

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Adelene Hampton says:

Thank you. I want to improve education, mathematically in the state of Louisiana. Your cupport has been most helpful and appreciated.

Gary Van Dyke says:

need grant for medical expenses

Geoffrey says:

Insightful well arranged tips on proposal writing. Want to learn more and examples

Jesus Loera says:

Good evening friends, I am Jesus Loera. Lately I have become interested in grant writing but haven't a clue where to start. I am a life long resident of Brownsville Texas. We are stuffed up against the Mexican border. Not extremely prosperous, sad to say. I work for a Community College in need of funding, I am a member of a Unitarian Church with only 6 members and I recently joined the local Freemasons. All these organizations in desperate need of finical help. I am willing to help as much as possible, but in need of some coaching.

Kate, Digital Communications Manager, Candid says:

Candid does not suggest specific funders or approach them on your behalf. But we can point you to resources that should help you in your funding search. You can check out our Knowledge Base for information on getting grants and finding donors .

Christian Wilson says:

We need additional funding in the amount of $20,000 to feed 700 people during the weekend when there are no services provided. The local funders have been tapped out and tell us that they cannot assist us. Can you advise me of other alternative funding that might be available so that we can continue to feed these families?

Leslie England says:

Greetings! We are a 501c3 trying to get a grant to buy a building for a homeless shelter in our area. We have no idea how to find grants or apply for them. Where do you begin?

Jean niyungeko Fessi says:

the information is so helpful, thanks for being resourceful.

Bruce says:

I also maintain both a paper and electronic file of key documents usually required like IRS letter, BOD list, 1page overview of organization including Mission statement, most recent 990, annual budget including income and expenses. All this helps especially with online applications!

Lorent Damaseke Mvula says:

Thanks for the knowledge and skills I have learned on grant proposals, this really sharpens my knowledge.

RMM- ED says:

Thank you for posting this!

This is super helpful, thank you!

Cindy Dashnaw Jackson says:

This is an incredible resource and a generous action, Melissa. I hope many nonprofits see this article!

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