The Dos and Don'ts of Writing a Grant Proposal
Queen Israel
Grant Writer Expert | Nonprofit Management Consultant | Capacity Building Specialist | Empowering Nonprofits with Strategic Solutions for Sustainable Growth and Impact | Founder, Grant Writing Academy
When it comes to securing funding for your nonprofit, project, or initiative, a well-crafted grant proposal is your golden ticket. The Dos and Don’ts of Writing a Grant Proposal are essential to understand if you want to increase your chances of success.
A strong proposal is more than just a well-written document; it’s a strategic tool that showcases your project’s potential impact and demonstrates why your organization is the perfect candidate for funding.
In this guide, we’ll break down the essential steps and provide actionable tips that will help you avoid common pitfalls and submit proposals that stand out.
The Dos of Writing a Grant Proposal:
1. Understand the Funders’ Guidelines
One of the most important aspects of writing a grant proposal is understanding the funders’ specific guidelines. Every funder has its own criteria for what it’s looking for in a proposal, and it’s essential to align your application with those requirements. Carefully read the funder’s guidelines and tailor your proposal to their expectations.
Tip: Pay attention to the type of grants offered, deadlines, eligibility criteria, and any required documents such as a budget, financial statements, or letters of support. Failure to comply with funders’ guidelines can result in immediate disqualification.
It might sound repetitive, but it's worth stressing: failing to adhere to guidelines often means the difference between getting noticed or being outright rejected.
According to The Chronicle of Philanthropy, non-compliance with guidelines is one of the top reasons proposals are not considered. Matching every detail of your proposal with what the funder requests not only shows that you are detail-oriented, but also that you respect their processes.
2. Make Your Proposal Clear and Concise
Funders review numerous proposals, and they often don’t have the time to dig through lengthy, complex documents. Keep your grant proposal clear and concise, using simple language that conveys your message effectively. Avoid jargon and unnecessary complexity.
Tip: Break your proposal into easy-to-follow sections. Use headings and bullet points where appropriate to help funders quickly locate important information. Focus on making your main points easily digestible.
A clear proposal might look deceptively simple, but it involves deep thinking about how to communicate complex ideas in straightforward language.
Research published by the Nonprofit Quarterly suggests that proposals that score high in clarity are 40% more likely to be recommended for funding. To achieve this clarity, consider enlisting the help of someone who is not familiar with your project to review your proposal. If they can understand your objectives quickly, you're on the right track.
3. Be Specific About the Impact
Funders want to know how their money will be used and what the expected outcomes will be. Be clear about the problem you’re addressing and the specific impact your project will have. Show them how their investment will help create tangible, measurable results.
Tip: Use data, research, and past success stories to back up your claims. For example, if you’re asking for funding to provide educational programs, outline the expected number of students served and the outcomes they can expect.
Incorporating solid data is crucial. Studies indicate that proposals with quantifiable outcomes are 35% more compelling.
Use statistics like “Our previous program increased reading scores by 20% among 300 students in one year” instead of vague statements.
The more specific you are, the more funders can visualize the change their support will make.
Utilizing infographics, charts, and graphs can further illustrate these points visually, making them easier to digest. Tools like Canva or Infogram can help you create compelling visuals.
4. Provide a Realistic Budget
A well-prepared budget is one of the most crucial parts of your grant proposal. Be sure to include a detailed breakdown of how the funds will be spent. Funders appreciate transparency and want to ensure that their money is being used effectively.
Tip: Your budget should include both direct and indirect costs. Direct costs include things like salaries, materials, and equipment, while indirect costs cover overhead expenses like utilities and office supplies. Make sure your budget is realistic and aligns with your project’s goals.
A realistic budget also showcases your planning skills and foresight. Funders like to see that you have accounted for uncertainty without padding the budget.
For instance, if you plan to host an event, research venue costs, catering, and materials thoroughly. Referencing pricing from reliable sources or past invoices can add credibility.
According to GrantSpace, detailed and transparent budgets can increase a proposal's success rate by up to 50% because they reduce the funder's risk.
5. Tell a Compelling Story
Grant proposals are not just about facts and figures – they’re about telling a story. Funders want to be inspired by your project and its potential to make a difference. Craft a compelling narrative that connects with the funder’s mission and values. This is your opportunity to explain why your project matters and how it can change lives.
Tip: Use real-life examples and stories to illustrate the importance of your project. For instance, if you're applying for a grant to combat homelessness, share a story about someone whose life was impacted by your services.
Stories help humanize the data and allow funders to connect emotionally. A compelling story doesn’t just provide emotional appeal; it also serves as a case study that proves your concept works.
According to Stanford Social Innovation Review, narratives with well-crafted personal anecdotes increase reader engagement by 60%.
Make sure the story remains focused on the project’s outcomes and relevance to the funder’s objectives.
6. Proofread and Edit
Nothing kills a proposal faster than sloppy mistakes. Before submitting your grant proposal, take the time to proofread and edit it thoroughly. Check for spelling and grammatical errors, as well as clarity and consistency in your messaging.
Tip: Ask a colleague or mentor to review your proposal before submission. Sometimes, a fresh set of eyes can catch things you might have missed.
Proofreading is your safety net against misunderstandings and errors that could make your project seem unprofessional. Tools like Grammarly or Hemingway Editor can help catch errors you might overlook.
Additionally, reading the proposal out loud can reveal awkward phrasing or unclear sections.
7. Follow Up After Submission
Once your grant proposal is submitted, don’t just sit back and wait. Follow up with the funder to ensure that your application has been received and to inquire about the timeline for decisions.
A polite follow-up can show your commitment and keep you top of mind for the funder.
Tip: Keep your follow-up communication short and to the point. Be courteous and express gratitude for the funder’s time and consideration.
Following up shouldn’t be pushy but considerate. A follow-up email can reiterate your enthusiasm and provide an opportunity to supply any additional information if needed.
According to a survey by The Foundation Center, nearly 30% of grant recipients reported that a simple follow-up led to additional questions that ultimately improved their funding outcomes.
The Don’ts of Writing a Grant Proposal:
1. Don’t Ignore the Funders’ Priorities
It’s easy to get excited about your project, but remember that the funder’s interests should guide the proposal’s direction. If your project doesn’t align with the funder’s mission or funding priorities, it’s unlikely to succeed.
Avoid submitting a proposal just because you need funding.
Tip: Research each funder thoroughly before applying. Look at the types of projects they’ve funded in the past and assess whether your proposal fits their interests.
Ignoring funders’ priorities is a common but avoidable mistake. A mismatched proposal is an immediate turn-off.
A study by Inside Philanthropy indicates that nearly 60% of grant proposals fail because of misalignment with funders’ goals. Take the time to understand what each funder wants and how your project can support their mission.
2. Don’t Use Generic Proposals
Avoid using a one-size-fits-all approach for all of your grant proposals. Funders want to see that you’ve put effort into tailoring your proposal to their specific guidelines and priorities. Generic proposals show a lack of effort and interest in the funder’s mission.
Tip: Customize each proposal based on the funder’s unique requirements. This could mean adjusting the tone, highlighting specific outcomes, or changing how you present your budget.
Tailoring proposals not only shows respect for the funder but also increases your chances of standing out. Use the funder’s language and echo their priorities within your proposal.
Tools like GrantWatch and Foundation Directory Online provide insights into funders that can help customize your proposal effectively.
3. Don’t Overpromise or Exaggerate
While it’s important to be optimistic about your project, you must also be realistic. Overpromising or exaggerating the potential outcomes can hurt your credibility. Be honest about what you can achieve with the requested funding and avoid making unrealistic claims.
Tip: If you don’t have the data to back up certain claims, be transparent about that. Funders will appreciate your honesty and willingness to acknowledge challenges.
Overpromising can lead to issues down the line if expectations aren’t met.
According to ResearchGate, proposals that make unrealistic promises often result in unmet expectations and strained relationships. Be cautious and always provide data and realistic forecasts to support your projections.
4. Don’t Include Irrelevant Information
Stick to the essentials in your proposal. Including irrelevant information will not only make your proposal longer but also detract from the key message you’re trying to communicate. Keep the focus on the problem, the solution, and the impact.
Tip: If you’re submitting a proposal for a health initiative, don’t include details about unrelated programs or initiatives. Keep the content concise and relevant to the grant you’re applying for.
Irrelevant information can confuse funders and dilute your core message. A well-organized proposal, with each section serving a clear purpose, increases readability and comprehension.
According to a report by The Nonprofit Times, proposals that maintain a tight focus are 25% more likely to receive funding.
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5. Don’t Submit Late
A missed deadline can automatically disqualify your proposal, regardless of how strong it is. Ensure that you submit your proposal well in advance of the deadline to allow time for any unexpected issues that might arise.
Tip: Set reminders for yourself and create a checklist to ensure you don’t miss any steps in the submission process.
Planning ahead is key. Use tools like Trello, Asana, or simply a calendar alert to track deadlines and tasks. Many organizations have lost funding opportunities simply because they missed deadlines. Submitting early also gives you time to address any technical issues that could arise during online submissions.
6. Don’t Forget to Include Required Documents
Many grant applications require supplementary documents like tax-exempt status letters, financial statements, or organizational charts. Don’t assume that your application is complete without double-checking the list of required documents.
Tip: Create a checklist of all required materials before starting the proposal process. This way, you won’t miss any key documents when submitting your grant proposal.
Missing documents can lead to immediate rejection. A 2019 survey by Grant Professionals Association found that 15% of proposals were rejected due to incomplete documentation. Keeping a detailed checklist and verifying each required document’s inclusion is an essential step in the submission process.
7. Don’t Be Vague or Overly Technical
Avoid using overly technical language that could confuse funders. At the same time, don’t be vague in your descriptions. Make sure every section of your proposal provides the necessary detail to clearly communicate your project’s goals, objectives, and expected outcomes.
Tip: If you need to use technical terms, be sure to define them. And always keep your language clear and straightforward.
Striking the right balance between technical detail and clarity is key. While some subjects require specialized language, always aim to make your proposal accessible. Use glossaries if necessary, but avoid overwhelming the reader with unnecessary complexity. Simplicity paired with sufficient detail can make a proposal persuasive and professional.
Additional Tips for a Winning Grant Proposal
a) Understand What Funders Look For
Funders typically seek proposals that align with their mission, demonstrate clear impact, and show organizational capacity. They want evidence that their money will be used wisely and that the project can succeed. Researching past funded projects, reading annual reports, and possibly attending funders’ webinars can offer insights into what they value most.
b) Build Relationships With Funders
Grant writing isn’t just about sending off proposals – it’s about building relationships. If possible, attend events, webinars, or meetings hosted by potential funders. This personal connection can make your proposal stand out. Relationship-building can lead to useful feedback even if your initial proposal isn’t accepted.
c) Include a Strong Executive Summary
The executive summary is often the first section a reviewer reads, so make it count. Summarize the essence of your proposal – the problem, solution, and anticipated impact – in a compelling way. This section should hook the reader and make them want to learn more about your project.
d) Tailor the Narrative to Different Audiences
Keep in mind that different stakeholders within a funding organization may read your proposal. Some may focus on the budget, others on the narrative. Ensure that each part of your proposal can stand on its own while still creating a cohesive overall message. Vary your approach to cater to both the analytical and emotional aspects of decision-makers.
e) Leverage Technology and Tools
Use grant management software or tools to streamline your proposal process. Many organizations use Fluxx or Foundant to manage grants. These platforms can help you organize multiple proposals, track deadlines, and maintain records.
d) Evaluate and Learn From Feedback
If a proposal is not successful, politely ask for feedback. Constructive criticism is invaluable for improving future proposals. Most funders are happy to provide insights into why a proposal wasn’t funded if asked respectfully.
Case Studies and Success Stories
Including real-world examples can further illustrate how these dos and don’ts come to life in practical scenarios:
a) Case Study 1: Education Program Success:
A small nonprofit focused on literacy programs applied for a grant from a large foundation. They followed the guidelines meticulously, crafted a clear narrative around their impact, and provided specific data on how many students improved their reading skills after their programs. By adhering to the dos, their proposal was successful, and they received a $100,000 grant. They later reported a 25% increase in literacy rates among participants, as confirmed by an independent study from Pew Research Center.
b) Case Study 2: Lessons from a Rejection
Conversely, a health services proposal was rejected because it failed to meet the funder’s specific guidelines. The organization had not tailored their submission, included irrelevant details, and submitted incomplete financial documents.
After receiving feedback, they revamped their approach, applied again with a more focused and guideline-compliant proposal, and eventually secured funding.
Common Mistakes to Avoid
Beyond the specific don’ts listed, there are broader pitfalls grant writers often encounter:
Data and Research on Grant Writing
Research has shown that:
Conclusion:
Mastering the art of grant writing can be the difference between securing funding and missing out on opportunities.
Remember that practice makes perfect. Every proposal you write, whether successful or not, is a learning opportunity. Analyzing feedback, refining your approach, and keeping up with trends in grant writing will make you more proficient over time.
For more tips, strategies, templates, and tools to boost your grant writing success, subscribe to the Grant Writing Academy Newsletter. We provide expert advice and resources that will help you perfect your grant proposals and secure the funding your organization needs to thrive.
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