Grant Writing Best Practices

Why This Matters

Grant writing isn't just about asking for money—it's about building strategic partnerships between your organization and funders who share your vision for social change. In nonprofit leadership, your ability to secure funding directly determines your capacity to deliver programs, scale impact, and sustain operations. The best grant writers understand that every proposal is simultaneously a strategic document, a relationship-building tool, and a demonstration of organizational competence.

You're being tested on more than writing skills here. Effective grant writing requires you to synthesize concepts from strategic planning, financial management, program evaluation, and stakeholder engagement. Funders aren't just evaluating your project—they're assessing whether your organization can execute, measure results, and steward their investment responsibly. Don't just memorize these practices—understand why each one builds funder confidence and positions your organization as a credible partner.

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Pre-Proposal Strategy: Finding the Right Fit

Before you write a single word, strategic alignment determines whether your proposal has a real chance. The most beautifully written proposal will fail if it lands on the wrong desk.

Research and Identify Appropriate Funding Sources

• Funder-mission alignment is non-negotiable—use databases like Foundation Directory Online and Candid to identify funders whose priorities match your work
• Analyze giving patterns by reviewing funders' 990 forms and past grantee lists to understand their actual (not just stated) priorities
• Network strategically at grant workshops and through peer nonprofits to discover opportunities before they're widely publicized

Thoroughly Read and Follow Grant Guidelines

• Eligibility requirements are gatekeepers—confirm your organization qualifies before investing time in a full proposal
• Format specifications signal professionalism; deviating from page limits, font requirements, or submission methods can disqualify you instantly
• Deadline management requires building in buffer time for technical issues, additional documentation requests, and internal reviews

Tailor the Proposal to the Funder's Interests

• Customization demonstrates respect—research the funder's mission statement, recent initiatives, and board composition to align your language
• Mirror their terminology by using phrases and frameworks that appear in their guidelines and communications
• Address stated priorities explicitly; if they emphasize systems change or direct service, frame your work accordingly

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Crafting the Narrative: Making Your Case Compelling

Your narrative must accomplish three things simultaneously: establish urgency, present a credible solution, and connect emotionally with readers who review dozens of proposals.

Develop a Clear and Compelling Project Narrative

• Lead with the problem's human stakes—funders need to understand why this issue matters before they'll invest in your solution
• Connect your approach to the funder's theory of change by explicitly showing how your methods align with what they believe creates impact
• Use storytelling strategically; a single beneficiary story can illustrate systemic issues more powerfully than statistics alone

Use Clear, Concise Language and Avoid Jargon

• Plain language signals clarity of thought—if you can't explain your work simply, reviewers may doubt you understand it yourself
• Eliminate acronyms and insider terminology that create barriers for program officers who review proposals across multiple issue areas
• Short paragraphs and active voice improve readability and demonstrate respect for reviewers' limited time

Provide Strong Supporting Data and Evidence

• Quantitative data establishes credibility—use statistics from credible sources to demonstrate the scope and urgency of the need
• Qualitative evidence humanizes the numbers through testimonials, case studies, and community voice
• Cite your sources to distinguish your claims from opinion and show you've done rigorous homework

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Demonstrating Capacity: Proving You Can Deliver

Funders aren't just betting on your idea—they're betting on your organization's ability to execute. Capacity demonstration is where many otherwise strong proposals fail.

Demonstrate Organizational Capacity and Credibility

• Track record is your strongest asset—highlight past successes with specific outcomes, especially projects similar in scope to your current request
• Staff qualifications matter because funders want to know experienced professionals will manage their investment
• Financial health indicators like clean audits, diverse revenue streams, and appropriate reserves signal responsible stewardship

Collaborate with Team Members and Stakeholders

• Inclusive proposal development produces stronger applications by incorporating diverse perspectives and building internal buy-in
• Assign clear roles for research, writing, budget development, and review to ensure comprehensive coverage
• Stakeholder input from beneficiaries, partners, and board members adds credibility and catches blind spots

Include Measurable Goals and Outcomes

• SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound) demonstrate you've thought rigorously about what success looks like
• Evaluation methodology should specify what data you'll collect, how often, and who will analyze it
• Long-term impact framing helps funders see how their investment contributes to lasting change beyond the grant period

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Budget and Documentation: The Technical Foundation

Your budget is a narrative in numbers—it tells funders exactly how you'll use their money and whether you've thought through implementation realistically.

Create a Realistic and Detailed Budget

• Line-item specificity builds trust—vague categories like "miscellaneous" or "supplies" raise red flags about planning quality
• Budget narrative justification explains the "why" behind each cost, connecting expenditures to activities described in your proposal
• Alignment between narrative and budget is essential; reviewers will notice if your ambitious program description doesn't match your modest staffing request

Maintain Detailed Records of All Grant Activities

• Documentation systems should track correspondence, deadlines, submissions, and feedback in a centralized, accessible location
• Financial record-keeping for grant expenditures must be audit-ready from day one, not reconstructed later
• Institutional memory through good records ensures continuity when staff transitions occur mid-grant

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Submission and Stewardship: Closing the Loop

The proposal submission isn't the finish line—it's the beginning of a relationship that extends through the grant period and beyond.

Proofread and Edit Meticulously

• Errors signal carelessness—typos, inconsistencies, and formatting problems suggest you might be equally sloppy with program implementation
• Fresh eyes catch what you miss; have someone unfamiliar with the proposal review it for clarity and errors
• Formatting compliance with guidelines demonstrates attention to detail and respect for the funder's process

Submit the Application on Time and in the Required Format

• Build in buffer time of at least 48 hours before deadlines to handle technical glitches, last-minute questions, or system crashes
• Follow submission instructions precisely—PDF vs. Word, online portal vs. email, combined vs. separate attachments all matter
• Retain copies of everything submitted, including confirmation receipts and timestamps

Follow Up with the Funder After Submission

• Thank-you notes demonstrate professionalism and keep your organization top-of-mind during review periods
• Timeline inquiries are appropriate if decision dates aren't specified, but avoid being pushy
• Relationship continuity matters regardless of funding decisions; today's rejection can become next year's award

Develop a Plan for Grant Management and Reporting

• Compliance frameworks should be established before funds arrive, not scrambled together at the first reporting deadline
• Reporting timelines need to be built into project workplans with clear responsibility assignments
• Audit preparation through organized documentation protects your organization and builds funder confidence for future requests

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Quick Reference Table

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Self-Check Questions

1. Which two practices both require deep funder research but serve different purposes in the grant process? Explain how they work together.

2. If a funder expresses concern about your organization's ability to measure impact, which three practices would you emphasize to address their concern?

3. Compare and contrast the role of storytelling in your project narrative versus the role of data—when would you lead with each, and why?

4. A colleague submits a grant proposal with a compelling narrative but a vague budget that doesn't match the described activities. What specific problems might this create with reviewers?

5. You've just received a rejection letter from a funder you'd like to approach again next year. Based on the stewardship practices covered, what steps would you take to maintain and strengthen this relationship for future opportunities?