Effective grant writing is essential for nonprofits seeking to secure funding and support their mission-driven work. However, applying for a grant is not as simple as filling out and submitting a funding request form — it’s a many-layered process that involves researching and identifying funding opportunities, crafting persuasive proposals and managing awarded funds. Whether you are new to grant writing or looking to refine your skills, this guide is designed to help you navigate the sometimes-complex process of securing and managing grant funding for your organization.
What Is Grant Writing?
Grant writing is the process of applying for funding from private, corporate or government grantmakers to secure financial or in-kind support. Nonprofits spend a significant amount of time and resources applying for grants to supplement financial donations and raise enough capital to support their programs and operations. Many nonprofits employ staff whose primary responsibility is to research grants, craft compelling proposals, report on how awarded funds are utilized and track various grant cycles.
The majority of the grant writing process centers on creating a persuasive grant proposal that convinces funders to support the nonprofit’s programs. Each funder typically has specific requirements for grant proposals, making it essential for grant writers to tailor each application to stand out and meet the funder’s expectations.
For most nonprofits, grant funding is crucial to their success. They rely on these funds to achieve their goals and continue their impactful work. However, securing grant funding can be highly competitive, especially when requesting support for a new program or when approaching a funder for the first time.
Who Should Write Grant Proposals?
In a nonprofit organization, grant proposals should ideally be written by individuals who have a strong understanding of both the organization’s mission and the technical aspects of grant writing. This can include:
- Grant writers: Often part of the development or fundraising team, these specialists are skilled in crafting persuasive proposals. They understand the intricacies of different grantmakers’ requirements and have experience in making a strong case for funding.
- Program managers/directors: Since they have an in-depth understanding of the specific programs or initiatives that require funding, they can provide essential context for the proposal. Program directors often collaborate closely with grant writers to ensure that the proposal accurately reflects the program’s needs and objectives.
- Executive directors: In smaller nonprofits, the executive director might take on the responsibility of writing grant proposals. Their comprehensive knowledge of the organization’s overall mission and strategic goals can be invaluable in creating a compelling narrative for funders.
- Development directors: These individuals orchestrate the organization’s overall fundraising efforts and often contribute to or oversee the grant writing process. They ensure that the grant proposals align with the broader fundraising strategy and organizational priorities.
- Finance officers: Since grant proposals often require detailed budgets, finance officers may assist in preparing the financial components of the proposal to ensure accuracy and alignment with the organization’s financial policies.
- External consultants: In some cases, if resources allow, nonprofits may hire external grant writing consultants or firms, especially if they lack in-house expertise or are seeking highly specialized grants. These consultants bring a wealth of experience and often have connections with potential funders.
The collaborative effort among these roles helps to create a well-rounded and effective grant proposal that accurately represents the nonprofit’s needs and strengths.
Parts of a Grant Proposal
When preparing a grant proposal, it’s essential to understand that, while most funders expect the same core elements, the way they want this information presented can vary significantly. Narrative configurations, space limitations and formatting requirements often differ from one funder to another, which is why it’s crucial to carefully read each funder’s specific guidelines. Many funders may request supplementary attachments to further support the proposal. Always review the grant proposal guidelines thoroughly before submission, ensuring that all required elements are accurately and effectively presented and thereby maximizing the chances of securing funding.
A comprehensive grant proposal includes the following components:
- Introduction/Abstract/Executive Summary: This section provides a brief overview of the entire proposal. It introduces the organization, summarizes the problem or need being addressed, outlines the proposed project and highlights the amount of funding requested. The goal is to capture the funder’s attention and provide a clear and concise snapshot of what the proposal entails.
- Organizational Background: This section offers a detailed description of the nonprofit organization, including its history, mission and key accomplishments. It showcases the organization’s expertise and capacity to manage the proposed project. This background information helps establish the organization’s credibility with the funder.
- Problem Statement/Needs Assessment: The problem statement or needs assessment identifies and describes the specific issue or need that the proposed project aims to address. It provides evidence and data to support the existence of the problem, explaining its significance and impact on the target population or community.
- Program Goals and Objectives: This section outlines the broad goals and specific objectives of the project. Goals are the overarching outcomes the organization aims to achieve, while objectives are the measurable steps that will be taken to reach these goals.
- Methods and Activities (Program Plan): The methods and activities section, also known as the program plan, details the specific actions and strategies that will achieve the project’s goals and objectives. It includes a timeline, descriptions of key activities and the methods or approaches that will be used. This section is essentially the blueprint for the project’s execution.
- Capacity to Execute: The capacity section demonstrates the organization’s ability to successfully carry out the proposed project. It highlights the skills and qualifications of the organization’s staff, as well as any relevant resources, partnerships or infrastructure. This section reassures the funder that the organization is capable of executing the project effectively.
- Evaluation Plan: The evaluation plan outlines how the organization will measure the success and impact of the project. It describes the methods and tools that will be used to assess whether the project’s goals and objectives have been met. This section may include both qualitative and quantitative evaluation techniques and explains how the findings will be reported to the funder.
- Budget/Sustainability: The budget section provides a detailed financial breakdown of the costs associated with the project, including for personnel, materials and overhead. It may also outline any in-kind contributions or matching funds. The sustainability section, often included here, explains how the project will continue after the grant period ends, including plans for future funding or scaling the project.
- Expected Impact: This section describes the anticipated outcomes and benefits of the project. It explains how the project will positively affect the target population or community and contributes to solving the identified problem. The expected impact should closely align with the project’s goals and objectives and be supported by evidence or research where possible.
How to Identify Grant Opportunities
Begin by clearly defining the specific cause or project that needs funding. Understanding and articulating the precise need helps narrow down potential grantmakers who focus their giving on relevant areas. Grantmakers typically direct their funds toward particular populations (like children or organizations in a specific location), certain types of nonprofits (such as animal shelters or environmental groups) or specific kinds of support (like program development or funding for equipment).
To that end, be aware of the different types of grants available, such as:
- Operating support or unrestricted funding: General funds that can be used at the organization’s discretion
- Capital support: Funding for tangible assets, like buildings or equipment
- Program development grants or restricted funding: Funds earmarked for specific programs or projects
The best way to find these opportunities is by utilizing grant databases. These platforms offer a wealth of information on available grants, application deadlines, funder priorities and much more.
Another way to discover viable funding sources is by attending relevant conferences and networking events. These gatherings provide a chance to connect directly with potential funders, learn about new opportunities and stay informed about trends in grantmaking.
11 Steps to Writing a Grant Proposal
As previously mentioned, each funder will have specific requirements for the format and contents of their grant proposals. That said, the grant writing process will follow the same basic steps:
- Assess community need for the project.
Begin by evaluating the specific needs of the community or population that your project aims to serve. This involves gathering data, conducting surveys and consulting with community members or other stakeholders to understand the problem or gap that your project intends to address. This assessment ensures that your project is grounded in real and pressing needs, which will strengthen your case when seeking funding. - Collect feedback from stakeholders and align on funding goals.
Engage with stakeholders — including staff, board members, community partners and beneficiaries — to gather their input on the project. This step is crucial for refining the project’s goals and ensuring that everyone is aligned on what the funding will achieve. Their feedback can provide valuable insights, help identify potential challenges and ensure that the project has broad support. - Create a funding plan (of which grant funding is only a part).
Develop a comprehensive funding plan that outlines how you will finance your project, incorporating a mix of revenue streams. Grant funding should be only one part of this plan, along with other sources like donations, fundraising events, corporate sponsorships and earned income. A diversified funding plan reduces reliance on a single source and enhances the sustainability of the project. - Determine whether a grant is the best way to fund your project.
Not all projects are suited for grant funding, so it’s important to evaluate whether applying for a grant is the most effective way to secure the resources you need. Consider factors like the scope of the project, the availability of relevant grants and the likelihood of success in a competitive grant cycle. If grant funding isn’t the best option, explore alternative funding methods. - Determine where you’ll submit a grant proposal.
Identify potential granting organizations whose priorities and funding interests align with your project’s goals. This step involves researching foundations, government agencies and corporate giving programs that support projects like yours. Prioritize those that have a history of funding similar initiatives or that align closely with your organization’s mission. - Research the granting organizations.
Once you’ve identified potential funders, conduct in-depth research to understand their priorities, past grant recipients, application processes and deadlines. This research helps tailor your proposal to meet the specific requirements and expectations of each funder, increasing your chances of success. - Send a letter of inquiry or request for application (if necessary).
Some funders require an initial step before submitting a full proposal, such as a letter of inquiry (LOI) or a request for application (RFA). An LOI is a brief overview of your project that allows the funder to determine whether it aligns with their priorities before inviting you to submit a full proposal. This step can save time and resources by ensuring that you only invest in proposals that have a reasonable chance of success. - Determine who will be crafting and submitting the proposal.
Decide who within your organization will be responsible for writing the proposal. This might be a dedicated grant writer, a program manager or a team working collaboratively. It’s also important to establish who will handle the logistics of submission, ensuring that the proposal meets all requirements and is submitted on time. - Create a tailored grant calendar.
Develop a detailed grant calendar that includes all key deadlines, such as when to submit the LOI, proposal drafts and final applications. This calendar should also track other important milestones, like when to gather supporting documents or conduct evaluations. A well-organized calendar helps keep the proposal process on track and ensures timely submission. - Create a rough draft.
Begin by drafting the proposal, focusing on clearly and concisely articulating the project’s goals, methods and expected outcomes. Don’t worry about perfecting the language at this stage; the goal is to get all the necessary information down on paper. This rough draft will serve as the foundation for further revisions. - Revise, revise, revise.
Review and refine the rough draft multiple times, ensuring that the narrative is compelling, the budget is accurate and the proposal meets the funder’s guidelines. Seek feedback from colleagues and stakeholders to identify areas for improvement. This iterative process is crucial for polishing the proposal and making it as strong as possible before submission.
Tips For Writing Grant Proposals
It may seem easy to simply “follow the steps” for writing a grant proposal. However, it takes special attention to create grant proposals that are not only well-crafted and persuasive but also strategically aligned with the goals of the funders you are pursuing.
Consider the following tips for creating a successful grant proposal:
- Customize your approach for each funder. Avoid using a generic proposal for multiple funders. Instead, tailor both the format and the message of your proposal to align with each funder’s specific interests, priorities and guidelines. Research the funder’s mission and goals to articulate how your project aligns with their philanthropic objectives.
- Clearly define your project. Develop a comprehensive project plan that includes well-defined goals, objectives and a timeline. Clearly explain what your organization needs funding for, the impact it will have and how the funder’s support will make a difference. This clarity helps funders see the value and feasibility of your project.
- Tell a compelling story. Engage the funder by telling a compelling story that connects emotionally with your project’s goals. Use this narrative to demonstrate the unique alignment between your organization’s mission and the funder’s interests, highlighting how their support can help achieve mutual objectives.
- Follow every guideline: Strictly adhere to the funder’s guidelines, including format, length and submission requirements. Don’t cut corners or assume that deviations will be overlooked. Meeting all criteria precisely shows respect for the funder’s process and increases your proposal’s chances of success.
- Understand the funder’s perspective. Remember that funders are looking to fulfill their own missions through philanthropic initiatives, not just to support your organization’s mission. Show how your project helps them achieve their goals by addressing their specific priorities in your proposal.
- Communicate clearly, persuasively and concisely. Assume that the funder is unfamiliar with your work, so provide necessary context and avoid jargon. Focus on conveying a core compelling idea that resonates with the funder’s values and objectives.
- Don’t cold-submit a proposal. Before submitting a proposal, build a relationship with the funder. Reach out with a letter of inquiry or request for application if appropriate. Understanding the funder’s current funding priorities through direct communication or research increases your proposal’s relevance.
- Be transparent about financials. Clearly outline your budget, explaining how funds will be allocated and why these expenses are necessary. Transparency in financials helps build trust and shows the funder that you have a well-thought-out plan for using their resources effectively.
- Prove past success (if applicable). If your organization has received funding from the same or other funders before, provide data to demonstrate that the funds were used wisely and effectively. Highlight successful outcomes and the impact of previous projects to reinforce your credibility.
- Maintain your integrity. Never compromise your organization’s principles or alter your project’s core mission just to secure funding. Stay true to your values, as funders respect organizations that are committed to their vision and operate with integrity.
- Do your research. Conduct thorough research on the funder’s current funding priorities and carefully read all instructions and criteria before starting your proposal. This ensures that your proposal is well-aligned with the funder’s expectations and avoids unnecessary mistakes.
Tools for Grant Management and Reporting
Applying for and managing grant funds requires a commitment to transparency, accountability and building positive relationships with funders. This includes adhering strictly to management and reporting guidelines.
A grant writer’s job is not over once a grant is secured. Nonprofits must fulfill the obligations outlined in the grant agreement, including providing timely progress reports and demonstrating the effective use of funds. Robust financial and grant management systems are crucial for accurately tracking expenses, ensuring compliance with grant reporting requirements and maintaining meticulous budget planning.
There is a wide range of grant management software platforms and research databases available to nonprofits of all sizes. Some of the most popular platforms include:
- Foundant Grant Lifecycle Manager (GLM): This software is designed to help nonprofits manage the entire grant lifecycle, from application to reporting. It allows organizations to track deadlines, manage documents and ensure that all reporting requirements are met.
- Instrumentl: Instrumentl helps nonprofits discover new grant opportunities and manage their applications. It offers tools for tracking deadlines, managing grant proposals and maintaining a database of funding opportunities.
- Submittable: Submittable is a platform that streamlines the grant application process. It helps organizations manage submissions, review applications and report on outcomes, making it easier to stay organized and meet funder expectations.
- SurveyMonkey Apply: This tool simplifies the application and reporting process by providing customizable forms, tracking submissions and generating reports. It’s useful for managing multiple grants and ensuring that all required information is collected and reported accurately.
- AmpliFund: AmpliFund offers comprehensive grant management features, including budget tracking, reporting and compliance management. It’s designed to help nonprofits ensure that funds are used appropriately and that all reporting obligations are met.
- Little Green Light: Little Green Light is a donor management system that also offers grant tracking features. It helps nonprofits manage relationships with funders, track grant applications and report on progress.
- SmarterSelect: SmarterSelect is a cloud-based platform that helps organizations manage the application, review and reporting process for grants. It’s particularly useful for tracking multiple applications and ensuring compliance with grant requirements.
- Foundant GrantHub: This cloud-based grant management solution helps organizations efficiently manage the entire grant lifecycle, from identifying opportunities to submitting applications and managing awarded grants. It’s particularly user-friendly for smaller organizations that need a straightforward tool to keep track of their grant-seeking activities.
Even with the aid of these tools, mastering the art of grant writing is pivotal for any nonprofit professional aiming to secure essential funding and build lasting donor relationships. The University of San Diego’s Master of Science in Nonprofit Leadership and Management (MSNP) program offers a comprehensive foundation in these critical areas.
The MSNP program curriculum equips students with the fundamental knowledge and practical skills necessary for identifying appropriate funding sources, crafting compelling grant proposals and fostering strong connections with donors. Whether you’re just starting your career or looking to advance within the nonprofit sector, the insights gained from the MSNP program will prove invaluable. By leveraging these skills, you can enhance your organization’s funding strategy and drive its mission forward with confidence and efficacy.