Successful grant writing can unlock substantial funding for your nonprofit, but many organizations struggle to create proposals that capture funders' attention and secure support.
Securing these grants demands time, effort, and, most importantly – a deep understanding of grant writing. This understanding is the difference between creating a compelling proposal and one that falls flat, failing to capture the funder's attention.
In this article, we will walk you through the fundamentals of grant writing, helping you craft proposals that meet funder expectations. We'll explore proven strategies, share real examples, and offer a free template to help you get started.
Table of contents
What is grant writing for nonprofits?
8 key components every grant proposal must include
7 steps for writing a killer grant proposal for your nonprofit
6 must-follow grant writing tips for nonprofits
3 grant writing examples you can learn from
Final words on grant writing for nonprofits
FAQs on grant writing for nonprofit organizations
What is grant writing for nonprofits?
Grant writing is the process of crafting persuasive proposals to secure funding from entities like government agencies, corporations, and foundations. It involves research to find potential grants for nonprofits that align with your mission and presenting a case for why you deserve support.
With billions of dollars awarded annually in the US, mastering grant proposals isn't just helpful—it's essential for sustainable funding.
Grant writing expertise strengthens your nonprofit by helping you:
- Sharpen your research skills to identify the most promising grants for your nonprofit
- Develop clear, persuasive narratives that effectively highlight your project's needs and meet funder requirements
- Build stronger partnerships by teaming up with others, opening doors for future collaborations
- Strengthen your organization's mission and objectives through the strategic planning required in the writing process
8 key components every grant proposal must include
1. Proposal summary
A brief overview of your entire grant proposal, giving a rundown of what it will cover. Include the most important aspects, such as the need, proposed project, and impact.
2. Statement of need/problem statement
Clearly specify the problem your project aims to address, supporting your case with relevant statistics, research findings, and both quantitative and qualitative data.
Your proposal should thoroughly illustrate the scope and severity of the issue while describing why funding is necessary to address it, who will benefit, and how.
When presenting your case, also show how addressing this problem aligns with the funder's values by mapping clear connections between your work and their priorities.
3. Organization background
Establish your nonprofit's credibility by sharing key achievements demonstrating your track record and responsible financial management. Share your history, successes, and impactful stories to explain what makes you a strong candidate.
4. Program goals/objectives
What do you hope to achieve from the project? Clearly outline the goals of your proposal, ensuring they are directly aligned with the identified need.
List the specific, measurable impact you expect your project initiatives to create.
5. Project description/program plan
How are you going to put the project into action? Outline your key activities, timeline, and identify the staff members responsible for project execution.
You should highlight any key partner involved and your plan to collaborate with external stakeholders. This helps funders understand the full scope of their investment in your community.
6. Evaluation plan
Describe how you plan to track and measure your activities and ensure they are being executed as planned.
Talk about the metrics you will use to assess your success and determine whether your goals are being reached.
7. Budget projections
Create a detailed and realistic budget that breaks down your project's costs. You should include details on every expense, including how much you will spend, what, and by when.
Justify each budget item and ensure all costs align with the project goals.
8. Sustained impact
Discuss the long-term effects of your project beyond its immediate implementation. You should focus on describing the lasting outcomes, strategies for maintaining benefits after funding ends, and plans for scalability or replication.
7 steps for writing a killer grant proposal for your nonprofit
1. Plan your process
Applying for grants requires dedicated time for research, proposal writing, and the selection process. Before you begin, ensure thorough preparation by focusing on:
- Understanding your need:
Define your nonprofit's specific goals for the upcoming months or years. Clearly outline the projects you'll undertake and identify precise funding requirements for each initiative.
- Deciding on the expenses:
Once you’ve determined why you need grants, systematically break down the associated costs. For instance, instead of just saying that your organization wants to feed the homeless, note down the cost of the food, transportation, delivery, venue, and staff needed for the project.
- Determining grant type:
Focus on grants that align with your organization's needs and goals. For instance, if you're just starting with your nonprofit journey, you might need to look for startup grants, while operating grants are good for addressing day-to-day operational expenses.
- Creating a timeline:
Determine when you need funding, then check each grant's application deadline. Plan your work backward from these key dates. This organized approach helps you manage multiple grant opportunities without missing critical submission dates.
2. Identify suitable funding opportunities
Not all grantmakers’ policies and requirements would align with your project, so start by researching grantmakers with a track record of funding similar projects or causes.
While exploring opportunities, turn to your board members and check if they have connections to family foundations or grant-giving organizations. These relationships can increase your chances of securing funds.
Here are some places where you can search for grants:
- Grants.gov offers a comprehensive database of available government grants, filterable by category, source, and organization type
- Candid provides detailed information on US private and community foundation grants
- GrantWatch features current grant opportunities actively accepting applications
- Government websites at state, county, and city levels list regional funding opportunities
- Corporate websites, particularly their CSR sections, outline available grant programs
3. Research their funding guidelines
Once you've created a list of potential grant programs that you will pursue, follow these tips to assess eligibility and see if you’re a right fit:
- Study their website to learn what values they believe in and the causes they support
- Download and read through the application materials, noting any geographic, size, or budget restrictions
- Review their Form 990s and past funded projects to understand typical grant sizes and preferred organization types
- Determine whether you can meet all financial requirements, including any matching funds or partnership commitments
- Check if a letter of inquiry (LOI) needs to be sent first or if you can directly submit the full proposal
- Contact the relevant program manager and see if you can schedule a meeting to understand what they're looking for in the grant proposal
4. Create a rough draft
Create an initial draft for your grant proposal using the funding guidelines as your template. Address each question or need from the guidelines.
Organize these into standard proposal elements, such as an executive summary, organization background, need statement, project description, etc. Under each, add simple bullet points with your ideas—there is no need to write down full sentences yet.
This approach helps you meet all funder requirements and gives you an easier start. Once you have the whole outline, you can expand your bullet points into fuller content, refining your proposal.
5. Collect feedback from board members
Sharing your rough draft with the board is an important step in the grant proposal process. This approach ensures that your proposal aligns with your organization's mission and strategic objectives.
Your board can catch oversights and offer diverse perspectives that strengthen your proposal. Their feedback can help refine your project description, budget, and impact projections.
Involving board members early on can increase their engagement and support for the project and lead to helpful connections or additional resources.
6. Complete your grant proposal
Begin by revisiting the grantmaking guidelines, using them to flesh out your draft with compelling details.
As you start your writing, keep three things in mind:
- Highlight the merit of your project and its potential impact
- Convey a sense of urgency and importance to the reviewer
- Show that your organization is uniquely qualified to execute the project
Throughout your proposal, maintain a clear, cohesive, and compelling narrative, ensuring each section flows into the next smoothly.
Strengthen your claims by backing them up with relevant data, specific examples, and successful case studies. Use headings, lists, and bullet points to make your proposal easier to understand and read.
Finally, double-check that all required elements specified in grant guidelines are covered properly.
7. Review, revise, and submit your grant application
Once your entire proposal is complete, conduct a final thorough check with these key points in mind:
- Reviewing all calculations, spelling, and formatting for accuracy
- Confirming all required forms and attachments are complete
- Verifying all formatting requirements meet grantor specifications (page numbers, font size, document order)
- Obtaining all necessary signatures from key personnel (CEO, board president)
- Ensuring all citations and references follow the required style guidelines
- Cross-checking all stats and data points for accuracy throughout the proposal
- Checking compliance with character and word count restrictions
6 grant writing tips for crafting winning funding proposals
1. Showcase your project innovation
Grant-giving organizations often favor nonprofits that show creative approaches to addressing community challenges.
Rather than relying solely on traditional methods like direct aid distribution, consider showcasing new and unique ways to address issues.
For instance, instead of just offering job training, you might propose a comprehensive program that combines skills development, mentorship, and microfinancing opportunities.
It's good to base your projects on proven frameworks. Using forward-thinking approaches significantly enhances your proposal's appeal to grantors.
2. Tailor your grant proposal to meet funder needs
Customizing grant proposals for each funder is essential for success, rather than using a one-size-fits-all approach. Before writing, research the funder's mission, strategic priorities, and funding criteria to understand what matters to them.
When developing your proposal, demonstrate how your project aligns with the funder's objectives while staying true to your organization's mission.
Present strong evidence of your project's impact in areas they value, and anticipate potential concerns they may have. Use clear, straightforward language to highlight shared values and goals. This targeted approach to writing helps reflect respect for the funder's priorities and increases your chances of building a meaningful partnership.
3. Include a cover letter
A cover letter in grant proposals enhances the impact of your application. If possible, personalize the letter by addressing it to a specific individual.
This one-page document introduces your organization and project and provides a concise overview to capture the reviewer's attention.
Use the cover letter to:
- Highlight how your project's goals align with the funder's priorities
- Show why your proposal is a perfect fit for their funding objectives
- Briefly outline the key points of your proposal
- Express gratitude for the funder's consideration
4. Craft a compelling narrative
Clearly define your project's objectives and their significance, using concrete data and evidence to underscore the urgent need for your initiative.
Paint a vivid picture of the problem you're addressing and its impact on the community or field. Outline the specific outcomes you expect to achieve and the benefits they'll bring.
Funders are looking for projects that promise tangible, measurable results.
5. Get proofread by a third-party reviewer
Get a fresh pair of eyes to check your proposal. Ideally, choose a reviewer who is not on your team but is familiar with grant writing or nonprofit work.
Ask them to focus on clarity, persuasiveness, and adherence to the funder's guidelines. This step is crucial for catching overlooked errors and gaining new perspectives, ultimately improving the quality of your proposal.
6. Hire grant writing services for nonprofits
A professional grant writer transforms your idea into a narrative that resonates. They bring valuable expertise in understanding what grantors look for and how they evaluate applications, helping transform your ideas into compelling proposals.
With this expertise and insight, grant writers help prepare a winning nonprofit grant proposal that:
- Present your project's unique value proposition convincingly
- Incorporate data-driven arguments and measurable outcomes
- Highlight your organization's credibility and track record
- Address potential concerns proactively
- Use powerful storytelling techniques to engage reviewers
Hiring a grant writer also frees up your time to focus on your organization's core mission and impact.
3 grant writing examples you can learn from
- Kurzweil Educational Systems: This example of a grant proposal is quite detailed, offering clear guidelines on how to go about each section to help you improve your application.
- University of California, Santa Cruz: An effective grant proposal example to the National Endowment for Humanities for Digital Humanities Advancement Grant. It is not the whole application but the grant narrative and selected elements that show you how successful grant proposals should be crafted.
- Stockton Community Garden: This detailed proposal outlines a community garden project. It shows a clear needs assessment, defined objectives, and an actionable plan for execution, including budgeting and volunteer involvement.
Get a free grant proposal template
Download our free grant proposal template[Coming Soon] to get a jumpstart on your grant writing process. You can easily customize it to meet your specific requirements.
Final words on grant writing
Success in grant writing comes from continuous learning and practice, and each proposal you craft helps sharpen your skills and deepen your understanding of what funders seek.
When working on your grant proposal, clearly communicate your project's impact, demonstrate your nonprofit's credibility, and support your case with solid data.
As you explore grant funding opportunities, don’t forget that there are many funding avenues out there. With Zeffy's 100% free fundraising platform, you can diversify your funding sources to strengthen your overall fundraising strategy.
