How to Think Like a Grant Reviewer When Writing a Grant Proposal

When it comes to writing a grant proposal, your success hinges on your ability to step into the shoes of a grant reviewer.

Imagine sitting on the other side of the desk, flipping through proposal after proposal. What would make one stand out to you? How would you determine if a proposal aligns with the funder’s goals, is well-organized, and showcases potential for real impact?

Understanding these questions is key to writing a compelling, fundable grant proposal.

1. Know the Funder’s Goals

Before you even start writing, familiarize yourself with the funder’s mission, goals, and priorities. Remember, reviewers are trained to look for proposals that align closely with their organization’s mission. If your project doesn’t fit, no amount of polished writing will sway the decision in your favor.

Let’s say you’re applying for a grant that supports STEM education for young girls in underserved communities. Your proposal should clearly demonstrate how your project fills a gap in this area, possibly by introducing a coding club, hands-on workshops, or mentorships.

Think of your project and ask yourself, "Does this directly support the funder's mission?" Write down three ways it aligns with their goals. This reflection can help you refine your proposal to speak directly to what the funder values.

2. Be Clear, Concise, and Specific

Grant reviewers often go through dozens, if not hundreds, of proposals. To make yours memorable, aim for clarity, brevity, and specificity. Instead of broad statements, focus on data-driven insights and concrete examples that demonstrate your understanding and expertise.

Instead of writing, “Our program will improve literacy rates among children,” try, “Our program will provide weekly tutoring sessions to 100 children in grades 3–5, helping improve literacy rates by at least 10% over six months.”

Rewrite a vague sentence from your proposal to be more specific. Ask yourself, “Would a grant reviewer clearly understand the intended impact?”

Imagine if you were reading this statement—would it give you confidence in the project?

3. Structure and Organize Your Proposal

Grant reviewers love a well-organized proposal. They need to quickly navigate through objectives, budget, timeline, and measurable outcomes. Follow any specific structure provided by the funder and use headers, bullet points, and subheadings for easy navigation.

For each project goal, include a measurable outcome, a timeframe, and a bullet-pointed list of activities. This approach helps reviewers see the logical flow of your proposal.

Create an outline of your proposal. List each section with a clear purpose and keep in mind what reviewers will want to find in each part.

4. Use a Story to Humanize Your Proposal

Stories can make your proposal more relatable. A powerful narrative connects the reviewer to the impact of your project on a human level. Use a real story or hypothetical example that highlights the potential of your project.

Imagine this: Grace is a high school junior from a rural community with limited access to STEM resources. She dreams of becoming a software engineer, but has never had hands-on experience with coding.

Through your funded program, Grace would join a girls-only coding club, meet a mentor, and gain skills that set her on a path toward her dream career. Now, the grant reviewer isn’t just reading a proposal—they’re seeing the difference your project could make in Grace’s life.

5. Demonstrate Your Capacity to Deliver

Grant reviewers are looking for confidence in your team’s ability to deliver the proposed project. Highlight your organization’s track record and expertise and make sure to mention any similar projects you’ve successfully completed in the past.

“In 2023, we implemented a community outreach program that provided educational resources to over 500 students in low-income neighborhoods. Through our partnering with local schools, we saw an average improvement of 15% in students’ reading comprehension scores.”

List three successes your organization has had that demonstrate your ability to manage this new project. This exercise helps reinforce credibility within your proposal.

6. Provide Evidence of Community Need

A crucial part of a grant proposal is showing that your project addresses a real and pressing need. Use data, statistics, and testimonials to highlight the problem. A clear understanding of the need helps convince reviewers that your project is necessary and timely.

“In our target community, recent studies indicate that only 30% of children have access to after-school STEM programs. By launching our initiative, we aim to close this gap and provide equitable access to educational resources.”

Research one statistic or fact about the problem your project addresses. Add this to your proposal to enhance its credibility and relevance.

7. Be Realistic with Your Budget and Timeline

Reviewers are keen to spot inconsistencies in budgets or unrealistic timelines. Make sure your budget is both comprehensive and realistic, covering all project costs without inflating expenses. Similarly, ensure your timeline is achievable given your resources.

If you plan to serve 1,000 participants in one year, break down the timeline and budget per activity. Show how funds will be allocated for each phase, from planning to execution.

Review your project timeline and ask, “Is this realistic?” Are there specific activities that may take more time than initially planned? Adjust accordingly to reflect a practical approach.

8. Incorporate Impact Measurement

Grant reviewers need to see a clear plan for measuring impact. Define measurable outcomes that demonstrate your project’s success. Consider including both quantitative and qualitative measures.

“Our project will use pre-and post-program surveys to measure improvement in STEM knowledge among participants. We aim for a 20% increase in test scores and positive feedback on overall engagement.”

Draft a measurable outcome for your proposal. Ask yourself, “How will we show that our project made a difference?”

9. Highlight Partnerships and Collaborations

Grant reviewers often look for proposals with community support and collaborative efforts. Partnerships can demonstrate that your project has a broad base of support, reducing risks for the funder.

“In partnership with local schools and libraries, we’ll use community spaces to host free STEM workshops, making them accessible to more families. Additionally, we’ve collaborated with a local university to provide student mentors.”

List any partnerships relevant to your project. If you don’t have formal partners, think about potential collaborators that could add value to your project and consider reaching out.

10. Be Transparent About Challenges

Transparency about potential challenges shows that you have thought through the project thoroughly. Grant reviewers appreciate honesty and are more likely to trust an applicant who acknowledges potential hurdles.

“While our program may face challenges in recruiting volunteers, we have a contingency plan involving paid student mentors if needed. We’re committed to ensuring the project’s continuity under all circumstances.”

Identify one potential challenge your project may face. Write a solution to show reviewers that you’re proactive and prepared.

Wrapping It All Up

Thinking like a grant reviewer can significantly improve your chances of success.

By following these strategies, you’ll not only make your proposal stand out, but also make it reviewer-friendly.

The more clearly and convincingly you present your project, the more likely your proposal is to move forward.

So, before you hit “submit,” take a step back, look at your proposal with fresh eyes, and ask yourself, “Does this make a strong case for funding?”

Call to Action

If you found these insights valuable and want more expert tips, resources, and access to exclusive job opportunities, grant announcements, webinars, and other special events, be sure to subscribe to the Grant Writers Network Newsletter .

It's packed with everything you need to stay informed and empowered as a grant writer. Don’t miss out—join a network dedicated to making grant writing simpler and more impactful!