Grant Writing Best Practices to Know for Nonprofit Leadership

Grant writing is essential for nonprofits seeking funding. These best practices help organizations connect with funders, craft compelling proposals, and demonstrate their impact. Mastering these skills enhances leadership, strengthens public relations, and supports strategic philanthropy efforts.

1. Research and identify appropriate funding sources

   • Utilize databases and online resources to find potential funders aligned with your mission.
   • Assess funders’ past giving patterns and priorities to ensure a good fit.
   • Network with other nonprofits and attend grant workshops to discover new opportunities.

2. Thoroughly read and follow the grant guidelines

   • Carefully review eligibility criteria to confirm your organization qualifies.
   • Note specific requirements for format, length, and submission methods.
   • Pay attention to deadlines and any additional documentation needed.

3. Develop a clear and compelling project narrative

   • Clearly articulate the problem your project addresses and its significance.
   • Describe your proposed solution and how it aligns with the funder’s goals.
   • Use storytelling techniques to engage the reader and illustrate impact.

4. Create a realistic and detailed budget

   • Itemize all project costs, including personnel, materials, and overhead.
   • Justify each budget item with clear explanations and rationale.
   • Ensure the budget aligns with the project narrative and funding request.

5. Demonstrate organizational capacity and credibility

   • Highlight your organization’s mission, history, and past successes.
   • Include relevant qualifications of key staff and board members.
   • Provide evidence of financial stability and effective management practices.

6. Include measurable goals and outcomes

   • Define specific, measurable, achievable, relevant, and time-bound (SMART) objectives.
   • Describe how you will track progress and evaluate success.
   • Explain the long-term impact of your project on the community.

7. Tailor the proposal to the specific funder's interests

   • Research the funder’s mission, values, and funding history to align your proposal.
   • Use language and examples that resonate with the funder’s priorities.
   • Address any specific questions or themes highlighted in the funder’s guidelines.

8. Use clear, concise language and avoid jargon

   • Write in plain language to ensure clarity and accessibility for all readers.
   • Avoid technical terms and acronyms that may confuse the audience.
   • Keep sentences and paragraphs short to enhance readability.

9. Provide strong supporting data and evidence

   • Use statistics, case studies, and testimonials to support your claims.
   • Cite credible sources to enhance the validity of your information.
   • Include relevant research that demonstrates the need for your project.

10. Collaborate with team members and stakeholders

    • Involve key stakeholders in the proposal development process for diverse perspectives.
    • Assign roles and responsibilities to ensure a cohesive approach.
    • Gather input and feedback to strengthen the proposal.

11. Proofread and edit meticulously

    • Review the proposal multiple times to catch errors and inconsistencies.
    • Consider having a colleague or professional editor review the document.
    • Ensure adherence to formatting guidelines and overall presentation.

12. Submit the application on time and in the required format

    • Double-check submission deadlines and plan accordingly to avoid last-minute issues.
    • Follow the funder’s submission instructions precisely, including file formats.
    • Keep a copy of the submitted application for your records.

13. Follow up with the funder after submission

    • Send a thank-you note acknowledging the funder’s consideration of your proposal.
    • Inquire about the timeline for decision-making if not specified.
    • Maintain a professional relationship for future opportunities.

14. Maintain detailed records of all grant activities

    • Document all correspondence with funders and stakeholders.
    • Keep track of deadlines, submissions, and feedback received.
    • Organize financial records related to grant expenditures and income.

15. Develop a plan for grant management and reporting

    • Outline how you will manage the grant funds and ensure compliance with requirements.
    • Establish a timeline for reporting progress and outcomes to the funder.
    • Prepare for potential audits by maintaining organized documentation.