Grant Writing Tips

Grants are competitive. Before you invest any time in applying for a grant, research the funding agency to determine if there is a fit between the type of project it is hoping to find, its goals and mission, and your own. To research grant makers, see our Resources.

Then, put significant thought into your proposal.

The first step in the planning phase is to review, thoroughly, all of the documents relating to this grant that the funder has released. Private foundations may issue a call for proposals. For government grants, State, or Federal laws and regulations will govern the proposal guidelines. Follow the guidelines and criteria exactly, and use them as a blueprint for your proposal.

Ask if the funder offers Webinars, conference calls, FAQs, or other resources that provide direction to applicants, and if someone is available to answer specific questions. Staffers at the funding agency generally can answer queries that deal with program objectives, goals, priorities, and budget.

Have a team provide direction to the proposal writer; multiple perspectives and skills are much better than one. A steering committee that includes high-level administrators, staff, and community members is best. This committee can provide the substantive foundation of the proposal and guide its development.

Designate one person to write the final proposal so that it appears in unified voice. Make sure that this writer has exceptional writing skills—plus the time and support he or she needs to do the job properly. The writing should be clear, succinct, and in plain English.

Last but not least, make sure that you proofread and polish your final proposal, and submit it on time. Missing a deadline usually removes the proposal from consideration.

The proposal should include these elements:

• Title Page, Table of Contents, and Name: Craft a memorable project name.
• Executive Summary: Write this part last, and highlight your proposal’s most salient points.
• Statement of Need: Clearly demonstrate your need. Include both perceived needs—those that people in your office and community believe are important—and objective needs backed up by data. Review national goals, priorities, and standards in the field, then show how they relate to your local situation. If you are not sure what the national priorities are, contact program officers at the funder’s national or regional office.

Include research that justifies why your program is needed—and why your approach is the best option. Thorough background information can help your application rise above the crowd.

• Project Description: Address these elements:
  • Goals and objectives that are SMART—Specific, Measurable, Achievable, Realistic, and Timebound.
  • Methods and procedures—who, what, when, where, and how the project will take place. Describe how you will select participants and how many you will choose, what facilities and supplies you need, who will run the program, what barriers you anticipate, and how you will deal with them, etc.
  • Staffing—Who will do the work and what it will cost. Note if you will use in-house staff or hire consultants.
  • Collaborations with other organizations.
  • Ability to replicate the project.
  • Evaluation methods—How you will assess the project on an ongoing basis. Mention which evaluation techniques you will use, how often you will evaluate, who will evaluate, and who will read and act on the evaluation reports.
  • Sustainability—The project’s end date, appeal to future funders, potential for future collaborations, or characteristics that could make it self-sustaining. Funders may also evaluate your organization’s stability, board of directors, and strategic planning activities.
• Budget: Expenses—direct and indirect costs, income, and budget narrative. Provide a realistic, clear budget. Show how your numbers relate to your project’s goals, and attach backup documentation.
• Organization’s Profile: Outline the mission and history, programs, board, staff, and clients.
• Conclusion: Include a final appeal that reiterates what the project will accomplish, who it will help, and why it is important.
• Appendices: Attach supporting materials such as financials and board and staff bios.