How to Write a Standard Grant Proposal

Grants are a great way to help secure funds for important projects. You probably know that nonprofits or organizations seek grants for their projects. However, did you know that individuals, such as teachers or social workers may also seek funding to develop programs or purchase supplies? Furthermore, grants do not have to be repaid. Because of this, learning to write a grant proposal is crucial for any nonprofit or business. In this article, the GrantWatch team explores grant proposals and how to write them effectively.

What is a Grant Proposal?

A grant proposal is a document submitted to funding organizations to receive funding for a specific purpose. Individuals in many industries, such as education, science, and art, write grant proposals to obtain funding for their projects. This document provides details about the organization or individual in search of funding. For example, the outline predicts positive outcomes and benefits. A good proposal should include the amount of funding the project requires. It’s a breakdown of how the project’s organization or individual may use the funding.

How To Write A Grant Proposal

A well-written grant proposal allows potential funders to easily determine whether or not they will fund your project. It’s important to focus on your language in this document.  Your tone must be professional and always remember that your objective is to persuade your reader to become a potential funder. Clear, concise, carefully phrased details matter. Be realistic, set concrete expectations, and above all, openly communicate. Carve out a plan that demonstrates your research, methodology, potential risks, strategies, budget, and ultimate goals.

It can be overwhelming to prepare grant proposals at first. However, following an outline will help you. Below is a commonly used structure for writing a successful grant proposal.

1. Are You Eligible?

When you are seeking grant funding, only apply to the grants you are eligible for. It is crucial to ensure that a funder’s goals align with you or your organization. Do not change your mission to fit the grant. Your best chance at making your proposal stand out is when your organization strongly aligns with the funder’s current guidelines. GrantWatch’s grant detail page provides comprehensive information on grant requirements, eligibility, the funder’s contact details, and deadlines (including LOI or conference dates).

2. Do You Need a Cover Letter?

A cover letter acts as an introduction to the grant proposal. It describes the individual or organization requesting the funding, the project, the amount of money required, and the project’s purpose. Address this section to a specific individual or entity you expect to grant you funding. Include general details about the project and its funding goals. Don’t worry about going into too much detail since your proposal contains sections that address each topic in more depth. Think of this as your soft introduction or elevator pitch.

3. Provide a Clear Statement Of Need

Grantees want to ensure that their money goes toward a worthy cause. When you write a grant proposal, understand that it is the primary motivator for funders. A solid grant proposal outlines the problem you’re attempting to solve. Provide in-depth information about the issues that your project hopes to address. Funders look for specific words or phrases highlighting your eligibility. However, don’t go overboard and stuff keywords into your proposal. Make your grant proposal stand out by using hard data to quantify your need for the grant while highlighting your agency’s track record meeting that need.

4. List Objectives & Goals

Outline your objective and provide a positive outcome directly related to your organization reaching its funding goals. Specify how solving this issue can contribute to society or benefit grantees. When needed, include an outline for future funding the organization may need to achieve your goals and objectives. Applying for grants to help secure funding for both new and existing projects is the best strategy. Make sure you are asking the correct funder to fund relevant projects. For example, many nonprofits start with community grants. Also, in-kind grants are available that provide other resources for nonprofits in place of or in addition to money, such as mentorship, equipment, or volunteers.

5. Do You Have a Detailed Strategy?

Outline the methods and strategies the organization plans to use to accomplish its goals. Funders want an outline of how they plan to use their funds. This allows the funder to determine if a grant is likely to result in a positive outcome. For example, if you plan to use the funds to create a food bank, detail the plan to create the program. Grantees often expect you to be accountable for the progress of your project. A plan of evaluation details how you intend to ensure that you’re spending money in the appropriate locations as described in the other sections of your grant proposal. Above all, including this section helps show funders that you have a realistic timeline for the project and that you’re using their funds for their intended purpose.

6. Include a Budget

Oftentimes a budget is required to submit a grant proposal. It includes a detailed list of the items the grant will be funding and how much you plan to distribute the awarded funds. Correlate the items included in the budget section with the methods and strategies listed earlier in your grant proposal. When writing a grant proposal clearly explain the requirement for funds by associating them with desired results. For example, if a funder awards $5,000 to your nonprofit, a budget could show that you plan to spend $2,000 on employee wages and the other $3,000 on operating costs and supplies.

7. Do You Need a Letter of Support?

It is always helpful for funders to see that your community supports your work. A letter of support provides compelling reasons why a funder would want to support your organization. A letter of support should convey genuine enthusiasm and describe in detail how that partner supports your project. Contact major donors, congressional representatives, or a local business owner who has witnessed the impact your nonprofit has made in your community. You will likely have to contact more than one individual to receive a letter of support, but it is well worth the effort.

8. Organizational Information

A successful grant proposal includes information about the organization requesting the grant. When writing a grant proposal, include the names, backgrounds, and positions of each participant in the project and a detailed history of the organization, such as its mission and previous projects. If you are looking for some examples of a mission statement, GrantWatch provides a number of mission statements for the funding sources that have grants listed on our site. You can see these mission statements, as well as other financial information about these funding sources, by using GrantWatch’s 990 Finder and Foundation Search.

9. Check and Recheck Your Proposal

Before you submit your document make sure that you have followed all directions and included all required documentation. Have you followed all of the grant funder’s guidelines? Do not let your grant proposal be denied because you did not follow the funder’s instructions. After concluding your grant proposal review, include your signature and print your name along with other basic information about you or your organization. For instance, it’s useful to include your title, email, and phone number in this section.

There is no guarantee when it comes to receiving a grant. However, following this general guideline and utilizing the linked materials and information will increase your chances of achieving your funding goals.

GrantNews Notes

With close to 8,000 grants currently available, GrantWatch.com is the leading grant listing directory. Upgrade to a MemberPlus+ plan to view the full details of current grants, including eligibility criteria and application information. For more information, you can also visit the GrantWatch FAQ page. To see the great value of the top 20 GrantWatch features, click here.