methodology grant proposal

Advancing social justice, promoting decent work ILO is a specialized agency of the United Nations

Consultancy Services- Documentation of African regional examples for the New TRANSFORM Module: Towards Universal Social Protection: Extending Coverage through Integrated Social Protection Systems

Curate a diverse array of case studies, examples and first-hand accounts from across the African region regarding the expansion and accessibility of social protection (up to 15 examples), through a dual approach: issuing a public call for proposals and collaborating with regional experts in co-developing narratives. We expect the curated collection of around 10 to 15 examples to cover social protection extension endeavours from across all African subregions. Furthermore, we aim to ensure the co-development of these narratives with the expertise of at least three distinct regional specialists, enriching the depth and authenticity of each example.

The examples will adhere to the following criteria: 1) Offer detailed insights into practical experiences and initiatives aimed at extending coverage, and formalizing social protection, such as formalization endeavours from a small and medium-sized enterprise (SME) standpoint, achievements of social security institutions in facilitating access to social security, or the transformative journey of previously uncovered informal workers. 2) Each case study will be aligned with one or more pivotal themes or foundational elements of social protection, encompassing coordination, management information systems (MIS), legal frameworks, administrative processes, financing mechanisms, governance structures, monitoring and evaluation (M&E) frameworks, selection and identification methods, gender considerations, migrant worker integration, disability inclusion, employment support, and formalization strategies. 3) The narratives will be succinct yet comprehensive, with each case study between 500 to 750 words to ensure clarity and conciseness. 4) Whenever applicable and relevant, examples will include visual aids such as tables or graphs to enhance data-driven comprehension. 5) Each example will be drafted based on inputs from actors who lead or participated in the intervention and will include voices/quotes from persons concerned reflecting either their interest and role in the process or the results and possibly impact of the reflection. Critical, but well-argumented and evidence-based observations are welcomed.

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Faith in Place now accepts grant proposals for up to $30,000 to support tree planting and maintenance projects

INDIANA – Faith in Place now accepts grant proposals for up to $30,000 to support tree planting and maintenance projects! We are excited to help communities plant trees that promote healthier, cleaner, and more peaceful environments without disrupting buildings or sidewalks.

To be eligible, organizations must be located in an environmental justice community and be either a House of Worship or have a 501(c)(3) designation. You can learn more about eligibility and this grant opportunity  here .

If you’re ready to check your eligibility and get an application started, follow these three steps: 

Step 1:  Create a User Account on our online grant portal. Instructions for how to do this are available in  this video.

Create Your User Account

Step 2:  Complete the Eligibility Questionnaire (listed as “LOI” in the Grant Portal). This will collect basic information to ensure you are eligible for the grant before working on your application.   Step 3:  Wait to hear from us. Our team will review your submission, and if you meet the criteria, we’ll invite you to submit the full application through the portal.

Check out  this video guide  to walk you through steps 1 and 2. You can find additional guidance through the portal’s help docs  here  or by emailing questions to  [email protected] .

Please visit the website for more details about this opportunity or help with your application. You can also join an upcoming webinar on September 5, September 10, or September 26 to learn more about the opportunity. The session on the 26th is a bonus session at our Annual Summit, so be sure to register for the summit to access it.

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India Sri Lanka Joint Call for Workshop Proposal

The Ministry of Education, Research and Innovation Division, Government of the Democratic Socialist Republic of Sri Lanka and the Department of Science and Technology (DST), Government of India renewed the Programme of Cooperation (PoC) in Science and Technology, on August 14 th 2022. In terms of the PoC, funding can be made available for selected Joint S&T workshop proposals in bilateral mode involving scientist & technologists from India and Sri Lanka, in the following areas:

• Food Technology
• Plant base medicines
• Robotics & Automation
• Renewable Energy
• Waste Management
• Information and Communication Technology
• Sustainable Agriculture
• Aerospace Engineering
• Big data analysis
• Artificial intelligence
• Any other area of S&T with national relevance (with Justifications)

The Ministry of Education, Research and Innovation Division and DST (hereinafter referred to as the “Implementing Agencies”) hereby invite Indian and Sri Lankan scientists/researchers to submit proposals for Bilateral Workshops in any of the above areas in terms of the provisions herein set out.

1. APPLICATIONS

a. An Application shall –

• be for a Joint S&T Workshop as herein provided
• be made simultaneously by a counterpart Team in each country as hereinafter provided
• be made by the Leader of a team of scientists in each country (Team Leader), to the respective Implementing Agency of his/her country, simultaneously. Both Applications shall be identical. Since all proposals are joint proposals, it is expected that consultations would have been held between relevant counterpart Institutions in the other country prior to the submission of an Application
• be in English and shall be in the Form prescribed by the relevant Implementing Agency
• be required to be submitted by the dates set out below

b. Important dates:

Starting date of Call: 01 September 2024 (IST)

Closing date of Call: 15 October 2024, 5:30 PM (IST)

c. How to Apply:

• The completed Application Form and all relevant, clearly labeled attachments should be forwarded to motrird[at]gmail[dot]com in a single email by 15 October 2024.
• Two (02) hard copies should be forwarded to the relevant Implementing Agency by 15 October 2024.
• Only applications endorsed by the competent authority will be accepted.

ii. For India Applicants

          Interested Indian applicants should:

• Submit their proposals on format available at www.onlinedst.gov.in by 5:30 PM IST on 15 October 2024 . After registration, they should move to scheme and format section where details about this call would be available in the International Cooperation (bilateral).
• Applicants should ensure that their applications with identical titles has been submitted by their Sri Lanka partners to the Ministry of Education, Research & Innovation Division by due date.
• Applications which are not submitted on online e-PMS portal will not be accepted. There is no need to submit any hard copies to DST.

d. An Application shall be rejected if –

• the Application required to be submitted by email and the hard copies thereof are not received by the respective Implementing Agency by the dates mentioned above.
• It is not in the Format prescribed by the relevant implementing Agency
• It is incomplete and does not contain the information required to be submitted in terms of the prescribed Form to enable an assessment to be conducted.
• If applicants submit multiple applications against this call.

2. BI- LATERAL WORKSHOPS

a. Requirements of Workshops

A Bilateral Workshop Shall –

• be on a theme which falls within any of the above area
• should have a co- organizer from India and Sri Lanka
• should be for participants from both countries. It is expected that the host country will have a large number of participants than from the visiting country.
• There shall be only one Co-PI and that should be from the Institution of PI. The Co-PI is compulsory for each side. In case, PI is unable to organize the workshop then the Co-PI of the same Institution shall organize it within the given time frame.
• PI needs to submit the tentative schedule and list of speakers (PAN India) along with the proposal. It shall be helpful for the committee to take their decision.
• If the proposal gets recommended, PI needs to submit the required documents to their respective funding agencies within 3 months. After receiving the funds, PI shall not take more than 12 months to organize the workshop otherwise his candidature shall be cancelled.

b. Financial support available

Funding will cover the following expenses –

• International return economy airfare for participants will be met by the sending country.
• The medical and travel insurance of the visiting participants will be met by the sending country
• Local hospitalities including accommodation, local transport and per diem etc. for visiting scientists will be met by the host country
• Local Organizational expenses (as per recommendation of assessment committee) will be met by the host country
• Maximum budget per project may be up to INR 7 Lakhs for Indian Side and 2.5 Million Sri Lankan Rupees for Sri Lankan side.

*“Host Country” is the country in which the workshop will be held.

**“sending country” is the country from which participants will be sent to attend the workshop.

3. ASSESSMENT OF APPLICATIONS

The following procedure will be followed in assessing valid Applications-

• All valid Applications will be submitted for peer review process and shall be referred to an independent Advisory Panel thereafter for rating in terms of the criteria set out in paragraph (e) below.
• Applications that attain a positive rating will be eligible to be considered for funding
• A Joint Committee comprising representative of the implementing Agencies will, upon a consideration of the rating, determine which proposals will receive funding. Such a decision will subject to availability of funds.
• Decisions made by the Joint Committee shall be final.
• The criteria that will be taken into consideration for rating are the following-
• Conformity of the project objectives with national policy
• State of scientific capacity
• Rationale for cooperation
• Novelty of scientific
• Industrial development
• Technology capacity building
• Science and technology human resource development
• Budget requested
• Approval and support by host institutions
• Feasibility of proposal; and
• Profile of Team Leaders/PIs

4. When an Application is selected for funding support, the respective Implementing Agencies will notify the Team Leader of the project, accordingly.

5. DOCUMENTS TO BE SUBMITTED ARE AS FOLLOWS:

• Undertaking by the Heads of the collaborating Institutions (As per given format, Annexure-I)
• CV of the Indian PI and Co-PI (as per the given format, Annexure-II)
• CV of the Sri Lankan PI and Co-PI (as per the given format, Annexure-II)
• Proposed Schedule of workshop and list of speakers

6. Contact Details: The following may be connected for further details and clarifications, if any-

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New Jerami Grant Trade Proposal Lands Blazers Young Western Conference Star

Matt levine | 1 hour ago.

• Portland Trail Blazers

The Portland Trail Blazers entered the offseason looking to potentially part ways with some of the veterans on the roster. They moved guard Malcolm Brogdon to the Washington Wizards but still have some pieces that could be used in a trade.

One of those players is veteran forward Jerami Grant. Grant has been in trade talks throughout the entire summer, mainly with the Los Angeles Lakers.

So far, the holdup on any deal has been the hesitancy of Los Angeles to include more than one first-round draft pick. Talks haven't gone anywhere and Grant remains on the Portland roster with training camp coming up soon.

However, this has opened the door for the potential of other teams to sneak in and land Grant. In a new trade proposal by Reese Kunz of Rip City Project , Portland would land a young star.

The deal would be between the Trail Blazers, Golden State Warriors, and Brooklyn Nets. Golden State would receive Grant and center Robert Williams III.

Brooklyn would get center Kevon Looney and forward Andrew Wiggins. And Portland would receive forward Jonathan Kuminga and guard Ben Simmons.

"Rebuilding teams typically value draft capital over players in these types of trades, but Cronin has proven in prior trades to value both players and picks. In this case, Jonathan Kuminga would be too enticing to pass up. He would even be more valuable than the two first-round picks the Lakers would be offering, given that he is an established asset. Between Deni Avdija and Kuminga, the Blazers would have their wings of the future."

Landing Kuminga in this deal would make it worthwhile. He is ascending as a player and could help Portland with their rebuild.

Last season, Kuminga averaged 16.1 points, 4.8 rebounds, and 2.2 assists per game for Golden State. He also is decent on the defensive end of the floor, giving the Trail Blazers a solid young player to work around.

Simmons would be more of a throw-in to make salaries work out but his expiring contract could benefit Portland. He is scheduled to make $40.3 million this season and would give Portland nice salary relief after the season ended.

While this trade may be unlikely, it could be a good way for the Trail Blazers to land a young star player. It remains to be seen if they will trade Grant but there is still time between now and training camp.

More Trail Blazers: Tanking Trail Blazers Have Special Connection to Projected No. 1 Pick Cooper Flagg

MATT LEVINE

Matt earned a Master of Science degree in Sport Management from Louisiana State University in 2021. He was born and raised in the Los Angeles area, covering all Southern California sports in his career.

Follow @Levine1445

How to Write the Methods Section of Your Grant Proposal

How to Choose, Justify, and Describe Your Methodology

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What Are Methods for Your Grant Proposal?

One of the most critical parts of your grant proposal will be the section on your methods. This section serves as a bridge between the big idea of your proposal to the reality of how you will make it happen. Here is where you get into the details of your plan and the steps to achieve it.

Beverly Browning , an expert on grant proposals, calls this section the "plan of attack, saying:

As your “plan of attack,” your proposed methodology shows the funding agency that you have a logical and well-thought-out plan to carry out reasonable project activities that will lead to the desired outcome.

Choosing and Justifying Your Methods

There could be an infinite variety of ways to achieve your objectives, so how do you choose just the right approach and, furthermore, justify why you chose those methods?

Barbara Floersch , of The Grantsmanship Center, suggested in the NonProfit Times that the grant writer:

“Orient the reader and organize the information into a digestible format to help the reader get on board with the plan.”

Some standard criteria that grant professionals recommend using when picking a particular method include:

• This method works well for the causes of the problem you will attempt to amend. Think about how well your approach matches the nature of the problem. Will it break, for instance, a vicious cycle of behavior?
• It has already been successful. Perhaps your organization has used the method before, or you know and have access to information from another agency that this method has worked with a similar problem.
• The method is a good fit for the people involved. Perhaps you're planning to use a "best practice" but decided to modify it to fit your particular audience and its specific traits or needs.
• Your approach is cost-effective. Cost-effectiveness alone probably won't be good enough, but if you know the method works and is affordable, that's a strong reason to use it.

Understanding why your proposed method is just right for the problem you're addressing, and then articulating that justification well can add power to your grant proposal. 

How to Describe Your Methods​

Carlson and O'Neal-McElrath, authors of Winning Grants: Step by Step , suggest following these guidelines for describing your project's methods.

• Firmly tie your methods to the proposed program's objectives and needs statement .
• Link them to the resources you are requesting in the proposal budget .
• Explain why you chose these methods by including research, expert opinion, and your experience.
• List the facilities and capital equipment that you will use in the project.
• Carefully structure activities so that the program moves toward the desired results. Include a timeline.
• Include information about whom the program will serve and how they will be chosen
• Write this section as though the reader knows nothing about your nonprofit or the program you're proposing. Don't think of this as "dumbing" it down, but rather as making it crystal clear.

Once you've written the methods section, look at it again and ask these questions:

• Do the methods flow logically from the need statement and your goals and objectives?
• Have you accurately presented the program activities you will develop?
• Did you explain why you chose these particular methods or activities?
• Is there a timeline that makes sense?
• Have you made it clear who will perform particular activities?
• Given the resources you expect to have, are these activities feasible?

Once you have provided a comprehensive, transparent, and useful methods component for your grant proposal, you should move on to the evaluation component .

A Sample of a Methods Section

There are several ways to write a methods section, but a bulleted list after each objective works well. Here is an example:

To achieve the objectives for our Senior Latino Community Outreach Pilot Project, Some City Senior Center will employ the methods outlined below. We have confidence in these methods, as they have been tested and proven successful by two of our fellow nonprofit organizations whose client populations are Latino: Health Access Latinos in Some City and the XYZ Community Clinic in Valley Vista.

Representatives of both organizations served as advisers to us as we developed this pilot project. We have also prepared a detailed timeline, included in the appendixes to this proposal.

Objective One

Ensure that a minimum of 75 Spanish-speaking seniors with Type II diabetes who complete our disease management classes maintain stabilized blood sugar levels for three consecutive months.

• Some City Senior Center will hire a program assistant and a full-time bilingual nurse who specializes in chronic disease management. Establish an outreach committee co-chaired by two of our Latino and/or Spanish-speaking board members that include diverse community representation (geography, race, ethnicity, gender, and occupation).
• The bilingual nurse and program assistant will adapt the center's current diabetes self-management classes, including classroom tools and materials, to make them linguistically and culturally appropriate for Spanish-speaking seniors.
• The bilingual nurse and program assistant will develop the protocols for testing and tracking program participants for three consecutive months after completing the classes.
• Staff will develop a formal referral system and feedback mechanism between our center and all appropriate community agencies to provide referrals to our Spanish-speaking diabetes management classes.
• Staff will hold weekly Spanish-language diabetes self-management classes.
• Staff will track participants' progress on a weekly basis for three months following completion of the classes.
• The program assistant will formally chart the progress of each participant.

*Modified and reprinted with permission from Winning Grants, Step by Step, Third Edition, Mim Carlson and Tori O'Neal-McElrath, Jossey-Bass, 2009.

Storytelling for Grantseekers , Second Edition, Cheryl A. Clarke, Jossey-Bass, 2009 

Winning Grants, Step by Step , Third Edition, Mim Carlson and Tori O'Neal-McElrath, Jossey-Bass, 2013 

Grant Writing for Dummies , 4th Edition, Beverly A. Browning, Wiley, 2014

Justifying the methods section of proposals, The NonProfit Times, 2015

• 19 Essential Samples and Templates for Nonprofit Organizations
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• How to Write the Evaluation Section of Your Grant Proposal
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• Grant Writing Tips From Prospecting to Avoiding Mistakes
• Which Type of Grant Proposal Should You Write?
• How to Write Goals and SMART Objectives for Your Grant Proposal
• Writing the Organizational Background Section for a Grant Proposal
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• What Are Grant Letters of Support?
• How to Write a Successful Executive Summary for Your Grant Proposal
• How to Write an Effective Grant Proposal Cover Letter
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• How Long Does It Take to Get a Grant Proposal Approved?

The Ultimate Grant Writing Guide (and How to Find and Apply for Grants)

Securing grants requires strategic planning. Identifying relevant opportunities, building collaborations, and crafting a comprehensive grant proposal are crucial steps. Read our ultimate guide on grant writing, finding grants, and applying for grants to get the funding for your research.

Updated on February 22, 2024

Embarking on a journey of groundbreaking research and innovation always requires more than just passion and dedication, it demands financial support. In the academic and research domains, securing grants is a pivotal factor for transforming these ideas into tangible outcomes. 

Grant awards not only offer the backing needed for ambitious projects but also stand as a testament to the importance and potential impact of your work. The process of identifying, pursuing, and securing grants, however, is riddled with nuances that necessitate careful exploration. 

Whether you're a seasoned researcher or a budding academic, navigating this complex world of grants can be challenging, but we’re here to help. In this comprehensive guide, we'll walk you through the essential steps of applying for grants, providing expert tips and insights along the way.

Finding grant opportunities 

Prior to diving into the application phase, the process of finding grants involves researching and identifying those that are relevant and realistic to your project. While the initial step may seem as simple as entering a few keywords into a search engine, the full search phase takes a more thorough investigation.

By focusing efforts solely on the grants that align with your goals, this pre-application preparation streamlines the process while also increasing the likelihood of meeting all the requirements. In fact, having a well thought out plan and a clear understanding of the grants you seek both simplifies the entire activity and sets you and your team up for success.

Apply these steps when searching for appropriate grant opportunities:

1. Determine your need

Before embarking on the grant-seeking journey, clearly articulate why you need the funds and how they will be utilized. Understanding your financial requirements is crucial for effective grant research.

2. Know when you need the money

Grants operate on specific timelines with set award dates. Align your grant-seeking efforts with these timelines to enhance your chances of success.

3. Search strategically

Build a checklist of your most important, non-negotiable search criteria for quickly weeding out grant options that absolutely do not fit your project. Then, utilize the following resources to identify potential grants:

• Online directories
• Small Business Administration (SBA)
• Foundations

4. Develop a tracking tool

After familiarizing yourself with the criteria of each grant, including paperwork, deadlines, and award amounts, make a spreadsheet or use a project management tool to stay organized. Share this with your team to ensure that everyone can contribute to the grant cycle.

Here are a few popular grant management tools to try: 

• Jotform : spreadsheet template
• Airtable : table template
• Instrumentl : software
• Submit : software

Tips for Finding Research Grants

Consider large funding sources : Explore major agencies like NSF and NIH.

Reach out to experts : Consult experienced researchers and your institution's grant office.

Stay informed : Regularly check news in your field for novel funding sources.

Know agency requirements : Research and align your proposal with their requisites.

Ask questions : Use the available resources to get insights into the process.

Demonstrate expertise : Showcase your team's knowledge and background.

Neglect lesser-known sources : Cast a wide net to diversify opportunities.

Name drop reviewers : Prevent potential conflicts of interest.

Miss your chance : Find field-specific grant options.

Forget refinement : Improve proposal language, grammar, and clarity.

Ignore grant support services : Enhance the quality of your proposal.

Overlook co-investigators : Enhance your application by adding experience.

Grant collaboration 

Now that you’ve taken the initial step of identifying potential grant opportunities, it’s time to find collaborators. The application process is lengthy and arduous. It requires a diverse set of skills. This phase is crucial for success.

With their valuable expertise and unique perspectives, these collaborators play instrumental roles in navigating the complexities of grant writing. While exploring the judiciousness that goes into building these partnerships, we will underscore why collaboration is both advantageous and indispensable to the pursuit of securing grants.

Why is collaboration important to the grant process?

Some grant funding agencies outline collaboration as an outright requirement for acceptable applications. However, the condition is more implied with others. Funders may simply favor or seek out applications that represent multidisciplinary and multinational projects.

To get an idea of the types of collaboration major funders prefer, try searching “collaborative research grants” to uncover countless possibilities, such as:

• National Endowment for the Humanities
• American Brain Tumor Association

For exploring grants specifically for international collaboration, check out this blog:

• 30+ Research Funding Agencies That Support International Collaboration

Either way, proposing an interdisciplinary research project substantially increases your funding opportunities. Teaming up with multiple collaborators who offer diverse backgrounds and skill sets enhances the robustness of your research project and increases credibility.

This is especially true for early career researchers, who can leverage collaboration with industry, international, or community partners to boost their research profile. The key lies in recognizing the multifaceted advantages of collaboration in the context of obtaining funding and maximizing the impact of your research efforts.

How can I find collaborators?

Before embarking on the search for a collaborative partner, it's essential to crystallize your objectives for the grant proposal and identify the type of support needed. Ask yourself these questions: 

1)Which facet of the grant process do I need assistance with:

2) Is my knowledge lacking in a specific: 

• Population?

3) Do I have access to the necessary:

Use these questions to compile a detailed list of your needs and prioritize them based on magnitude and ramification. These preliminary step ensure that search for an ideal collaborator is focused and effective.

Once you identify targeted criteria for the most appropriate partners, it’s time to make your approach. While a practical starting point involves reaching out to peers, mentors, and other colleagues with shared interests and research goals, we encourage you to go outside your comfort zone.

Beyond the first line of potential collaborators exists a world of opportunities to expand your network. Uncover partnership possibilities by engaging with speakers and attendees at events, workshops, webinars, and conferences related to grant writing or your field.

Also, consider joining online communities that facilitate connections among grant writers and researchers. These communities offer a space to exchange ideas and information. Sites like Collaboratory , NIH RePorter , and upwork provide channels for canvassing and engaging with feasible collaborators who are good fits for your project. 

Like any other partnership, carefully weigh your vetted options before committing to a collaboration. Talk with individuals about their qualifications and experience, availability and work style, and terms for grant writing collaborations.

Transparency on both sides of this partnership is imperative to forging a positive work environment where goals, values, and expectations align for a strong grant proposal.

Putting together a winning grant proposal

It’s time to assemble the bulk of your grant application packet – the proposal itself. Each funder is unique in outlining the details for specific grants, but here are several elements fundamental to every proposal:

• Executive Summary
• Needs assessment
• Project description
• Evaluation plan
• Team introduction
• Sustainability plan 

This list of multi-faceted components may seem daunting, but careful research and planning will make it manageable. 

Start by reading about the grant funder to learn:

• What their mission and goals are,
• Which types of projects they have funded in the past, and
• How they evaluate and score applications.

Next, view sample applications to get a feel for the length, flow, and tone the evaluators are looking for. Many funders offer samples to peruse, like these from the NIH , while others are curated by online platforms , such as Grantstation.

Also, closely evaluate the grant application’s requirements. they vary between funding organizations and opportunities, and also from one grant cycle to the next. Take notes and make a checklist of these requirements to add to an Excel spreadsheet, Google smartsheet, or management system for organizing and tracking your grant process.

Finally, understand how you will submit the final grant application. Many funders use online portals with character or word limits for each section. Be aware of these limits beforehand. Simplify the editing process by first writing each section in a Word document to be copy and pasted into the corresponding submission fields.

If there is no online application platform, the funder will usually offer a comprehensive Request for Proposal (RFP) to guide the structure of your grant proposal. The RFP: 

• Specifies page constraints
• Delineates specific sections
• Outlines additional attachments
• Provides other pertinent details

Components of a grant proposal

Cover letter.

Though not always explicitly requested, including a cover letter is a strategic maneuver that could be the factor determining whether or not grant funders engage with your proposal. It’s an opportunity to give your best first impression by grabbing the reviewer’s attention and compelling them to read further. 

Cover letters are not the place for excessive emotion or detail, keep it brief and direct, stating your financial needs and purpose confidently from the outset. Also, try to clearly demonstrate the connection between your project and the funder’s mission to create additional value beyond the formal proposal.

Executive summary

Like an abstract for your research manuscript, the executive summary is a brief synopsis that encapsulates the overarching topics and key points of your grant proposal. It must set the tone for the main body of the proposal while providing enough information to stand alone if necessary.

Refer to How to Write an Executive Summary for a Grant Proposal for detailed guidance like:

• Give a clear and concise account of your identity, funding needs, and project roadmap.
• Write in an instructive manner aiming for an objective and persuasive tone
• Be convincing and pragmatic about your research team's ability.
• Follow the logical flow of main points in your proposal.
• Use subheadings and bulleted lists for clarity.
• Write the executive summary at the end of the proposal process.
• Reference detailed information explained in the proposal body.
• Address the funder directly.
• Provide excessive details about your project's accomplishments or management plans.
• Write in the first person.
• Disclose confidential information that could be accessed by competitors.
• Focus excessively on problems rather than proposed solutions.
• Deviate from the logical flow of the main proposal.
• Forget to align with evaluation criteria if specified

Project narrative

After the executive summary is the project narrative . This is the main body of your grant proposal and encompasses several distinct elements that work together to tell the story of your project and justify the need for funding. 

Include these primary components:

Introduction of the project team

Briefly outline the names, positions, and credentials of the project’s directors, key personnel, contributors, and advisors in a format that clearly defines their roles and responsibilities. Showing your team’s capacity and ability to meet all deliverables builds confidence and trust with the reviewers.

Needs assessment or problem statement

A compelling needs assessment (or problem statement) clearly articulates a problem that must be urgently addressed. It also offers a well-defined project idea as a possible solution. This statement emphasizes the pressing situation and highlights existing gaps and their consequences to illustrate how your project will make a difference.

To begin, ask yourself these questions:

• What urgent need are we focusing on with this project?
• Which unique solution does our project offer to this urgent need? 
• How will this project positively impact the world once completed?

Here are some helpful examples and templates.

Goals and objectives

Goals are broad statements that are fairly abstract and intangible. Objectives are more narrow statements that are concrete and measurable. For example :

• Goal : “To explore the impact of sleep deprivation on cognitive performance in college students.”
• Objective : “To compare cognitive test scores of students with less than six hours of sleep and those with 8 or more hours of sleep.”

Focus on outcomes, not processes, when crafting goals and objectives. Use the SMART acronym to align them with the proposal's mission while emphasizing their impact on the target audience.

Methods and strategies

It is vitally important to explain how you intend to use the grant funds to fulfill the project’s objectives. Detail the resources and activities that will be employed. Methods and strategies are the bridge between idea and action. They must prove to reviewers the plausibility of your project and the significance of their possible funding.

Here are some useful guidelines for writing your methods section that are outlined in " Winning Grants: Step by Step ."

• Firmly tie your methods to the proposed project's objectives and needs assessment.
• Clearly link them to the resources you are requesting in the proposal budget.
• Thoroughly explain why you chose these methods by including research, expert opinion, and your experience.
• Precisely list the facilities and capital equipment that you will use in the project.
• Carefully structure activities so that the program moves toward the desired results in a time-bound manner.

A comprehensive evaluation plan underscores the effectiveness and accountability of a project for both the funders and your team. An evaluation is used for tracking progress and success. The evaluation process shows how to determine the success of your project and measure the impact of the grant award by systematically gauging and analyzing each phase of your project as it compares to the set objectives.

Evaluations typically fall into two standard categories:

1. Formative evaluation : extending from project development through implementation, continuously provides feedback for necessary adjustments and improvements. 

2. Summative evaluation : conducted post-project completion, critically assesses overall success and impact by compiling information on activities and outcomes.

Creating a conceptual model of your project is helpful when identifying these key evaluation points. Then, you must consider exactly who will do the evaluations, what specific skills and resources they need, how long it will take, and how much it will cost.

Sustainability

Presenting a solid plan that illustrates exactly how your project will continue to thrive after the grant money is gone builds the funder's confidence in the project’s longevity and significance. In this sustainability section, it is vital to demonstrate a diversified funding strategy for securing the long-term viability of your program.

There are three possible long term outcomes for projects with correlated sustainability options:

• Short term projects: Though only implemented once, will have ongoing maintenance costs, such as monitoring, training, and updates.

(E.g., digitizing records, cleaning up after an oil spill)

• Projects that will generate income at some point in the future: must be funded until your product or service can cover operating costs with an alternative plan in place for deficits.

(E.g., medical device, technology, farming method)

• Ongoing projects: will eventually need a continuous stream of funding from a government entity or large organization.

(E.g., space exploration, hurricane tracking)

Along with strategies for funding your program beyond the initial grant,  reference your access to institutional infrastructure and resources that will reduce costs.

Also, submit multi-year budgets that reflect how sustainability factors are integrated into the project’s design.

The budget section of your grant proposal, comprising both a spreadsheet and a narrative, is the most influential component. It should be able to stand independently as a suitable representation of the entire endeavor. Providing a detailed plan to outline how grant funds will be utilized is crucial for illustrating cost-effectiveness and careful consideration of project expenses. 

A comprehensive grant budget offers numerous benefits to both the grantor , or entity funding the grant, and the grantee , those receiving the funding, such as:

• Grantor : The budget facilitates objective evaluation and comparison between multiple proposals by conveying a project's story through responsible fund management and financial transparency.
• Grantee : The budget serves as a tracking tool for monitoring and adjusting expenses throughout the project and cultivates trust with funders by answering questions before they arise.

Because the grant proposal budget is all-encompassing and integral to your efforts for securing funding, it can seem overwhelming. Start by listing all anticipated expenditures within two broad categories, direct and indirect expenses , where:

• Direct : are essential for successful project implementation, are measurable project-associated costs, such as salaries, equipment, supplies, travel, and external consultants, and are itemized and detailed in various categories within the grant budget.
• Indirect : includes administrative costs not directly or exclusively tied to your project, but necessary for its completion, like rent, utilities, and insurance, think about lab or meeting spaces that are shared by multiple project teams, or Directors who oversee several ongoing projects.

After compiling your list, review sample budgets to understand the typical layout and complexity. Focus closely on the budget narratives , where you have the opportunity to justify each aspect of the spreadsheet to ensure clarity and validity.

While not always needed, the appendices consist of relevant supplementary materials that are clearly referenced within your grant application. These might include: 

• Updated resumes that emphasize staff members' current positions and accomplishments. 
• Letters of support from people or organizations that have authority in the field of your research, or community members that may benefit from the project.
• Visual aids like charts, graphs, and maps that contribute directly to your project’s story and are referred to previously in the application. 

Finalizing your grant application

Now that your grant application is finished, make sure it's not just another document in the stack Aim for a grant proposal that captivates the evaluator. It should stand out not only for presenting an excellent project, but for being engaging and easily comprehended . 

Keep the language simple. Avoid jargon. Prioritizing accuracy and conciseness. Opt for reader-friendly formatting with white space, headings, standard fonts, and illustrations to enhance readability.

Always take time for thorough proofreading and editing. You can even set your proposal aside for a few days before revisiting it for additional edits and improvements. At this stage, it is helpful to seek outside feedback from those familiar with the subject matter as well as novices to catch unnoticed mistakes and improve clarity.

If you want to be absolutely sure your grant proposal is polished, consider getting it edited by AJE .

How can AI help the grant process?

When used efficiently, AI is a powerful tool for streamlining and enhancing various aspects of the grant process.

• Use AI algorithms to review related studies and identify knowledge gaps.
• Employ AI for quick analysis of complex datasets to identify patterns and trends.
• Leverage AI algorithms to match your project with relevant grant opportunities.
• Apply Natural Language Processing for analyzing grant guidelines and tailoring proposals accordingly.
• Utilize AI-powered tools for efficient project planning and execution.
• Employ AI for tracking project progress and generating reports.
• Take advantage of AI tools for improving the clarity, coherence, and quality of your proposal.
• Rely solely on manual efforts that are less comprehensive and more time consuming.
• Overlook the fact that AI is designed to find patterns and trends within large datasets.
• Minimize AI’s ability to use set parameters for sifting through vast amounts of data quickly.
• Forget that the strength of AI lies in its capacity to follow your prompts without divergence.
• Neglect tools that assist with scheduling, resource allocation, and milestone tracking.
• Settle for software that is not intuitive with automated reminders and updates.
• Hesitate to use AI tools for improving grammar, spelling, and composition throughout the writing process.

Remember that AI provides a diverse array of tools; there is no universal solution. Identify the most suitable tool for your specific task. Also, like a screwdriver or a hammer, AI needs informed human direction and control to work effectively.

Looking for tips when writing your grant application? 

Check out these resources:

• 4 Tips for Writing a Persuasive Grant Proposal
• Writing Effective Grant Applications
• 7 Tips for Writing an Effective Grant Proposal
• The best-kept secrets to winning grants
• The Best Grant Writing Books for Beginner Grant Writers
• Research Grant Proposal Funding: How I got $1 Million

Final thoughts

The bottom line – applying for grants is challenging. It requires passion, dedication, and a set of diverse skills rarely found within one human being.

Therefore, collaboration is key to a successful grant process . It encourages everyone’s strengths to shine. Be honest and ask yourself, “Which elements of this grant application do I really need help with?” Seek out experts in those areas.

Keep this guide on hand to reference as you work your way through this funding journey. Use the resources contained within. Seek out answers to all the questions that will inevitably arise throughout the process.

The grants are out there just waiting for the right project to present itself – one that shares the funder’s mission and is a benefit to our communities. Find grants that align with your project goals, tell your story through a compelling proposal, and get ready to make the world a better place with your research.

The AJE Team

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Grant Proposals (or Give me the money!)

What this handout is about.

This handout will help you write and revise grant proposals for research funding in all academic disciplines (sciences, social sciences, humanities, and the arts). It’s targeted primarily to graduate students and faculty, although it will also be helpful to undergraduate students who are seeking funding for research (e.g. for a senior thesis).

The grant writing process

A grant proposal or application is a document or set of documents that is submitted to an organization with the explicit intent of securing funding for a research project. Grant writing varies widely across the disciplines, and research intended for epistemological purposes (philosophy or the arts) rests on very different assumptions than research intended for practical applications (medicine or social policy research). Nonetheless, this handout attempts to provide a general introduction to grant writing across the disciplines.

Before you begin writing your proposal, you need to know what kind of research you will be doing and why. You may have a topic or experiment in mind, but taking the time to define what your ultimate purpose is can be essential to convincing others to fund that project. Although some scholars in the humanities and arts may not have thought about their projects in terms of research design, hypotheses, research questions, or results, reviewers and funding agencies expect you to frame your project in these terms. You may also find that thinking about your project in these terms reveals new aspects of it to you.

Writing successful grant applications is a long process that begins with an idea. Although many people think of grant writing as a linear process (from idea to proposal to award), it is a circular process. Many people start by defining their research question or questions. What knowledge or information will be gained as a direct result of your project? Why is undertaking your research important in a broader sense? You will need to explicitly communicate this purpose to the committee reviewing your application. This is easier when you know what you plan to achieve before you begin the writing process.

Diagram 1 below provides an overview of the grant writing process and may help you plan your proposal development.

Applicants must write grant proposals, submit them, receive notice of acceptance or rejection, and then revise their proposals. Unsuccessful grant applicants must revise and resubmit their proposals during the next funding cycle. Successful grant applications and the resulting research lead to ideas for further research and new grant proposals.

Cultivating an ongoing, positive relationship with funding agencies may lead to additional grants down the road. Thus, make sure you file progress reports and final reports in a timely and professional manner. Although some successful grant applicants may fear that funding agencies will reject future proposals because they’ve already received “enough” funding, the truth is that money follows money. Individuals or projects awarded grants in the past are more competitive and thus more likely to receive funding in the future.

Some general tips

• Begin early.
• Apply early and often.
• Don’t forget to include a cover letter with your application.
• Answer all questions. (Pre-empt all unstated questions.)
• If rejected, revise your proposal and apply again.
• Give them what they want. Follow the application guidelines exactly.
• Be explicit and specific.
• Be realistic in designing the project.
• Make explicit the connections between your research questions and objectives, your objectives and methods, your methods and results, and your results and dissemination plan.
• Follow the application guidelines exactly. (We have repeated this tip because it is very, very important.)

Before you start writing

Identify your needs and focus.

First, identify your needs. Answering the following questions may help you:

• Are you undertaking preliminary or pilot research in order to develop a full-blown research agenda?
• Are you seeking funding for dissertation research? Pre-dissertation research? Postdoctoral research? Archival research? Experimental research? Fieldwork?
• Are you seeking a stipend so that you can write a dissertation or book? Polish a manuscript?
• Do you want a fellowship in residence at an institution that will offer some programmatic support or other resources to enhance your project?
• Do you want funding for a large research project that will last for several years and involve multiple staff members?

Next, think about the focus of your research/project. Answering the following questions may help you narrow it down:

• What is the topic? Why is this topic important?
• What are the research questions that you’re trying to answer? What relevance do your research questions have?
• What are your hypotheses?
• What are your research methods?
• Why is your research/project important? What is its significance?
• Do you plan on using quantitative methods? Qualitative methods? Both?
• Will you be undertaking experimental research? Clinical research?

Once you have identified your needs and focus, you can begin looking for prospective grants and funding agencies.

Finding prospective grants and funding agencies

Whether your proposal receives funding will rely in large part on whether your purpose and goals closely match the priorities of granting agencies. Locating possible grantors is a time consuming task, but in the long run it will yield the greatest benefits. Even if you have the most appealing research proposal in the world, if you don’t send it to the right institutions, then you’re unlikely to receive funding.

There are many sources of information about granting agencies and grant programs. Most universities and many schools within universities have Offices of Research, whose primary purpose is to support faculty and students in grant-seeking endeavors. These offices usually have libraries or resource centers to help people find prospective grants.

At UNC, the Research at Carolina office coordinates research support.

The Funding Information Portal offers a collection of databases and proposal development guidance.

The UNC School of Medicine and School of Public Health each have their own Office of Research.

Writing your proposal

The majority of grant programs recruit academic reviewers with knowledge of the disciplines and/or program areas of the grant. Thus, when writing your grant proposals, assume that you are addressing a colleague who is knowledgeable in the general area, but who does not necessarily know the details about your research questions.

Remember that most readers are lazy and will not respond well to a poorly organized, poorly written, or confusing proposal. Be sure to give readers what they want. Follow all the guidelines for the particular grant you are applying for. This may require you to reframe your project in a different light or language. Reframing your project to fit a specific grant’s requirements is a legitimate and necessary part of the process unless it will fundamentally change your project’s goals or outcomes.

Final decisions about which proposals are funded often come down to whether the proposal convinces the reviewer that the research project is well planned and feasible and whether the investigators are well qualified to execute it. Throughout the proposal, be as explicit as possible. Predict the questions that the reviewer may have and answer them. Przeworski and Salomon (1995) note that reviewers read with three questions in mind:

• What are we going to learn as a result of the proposed project that we do not know now? (goals, aims, and outcomes)
• Why is it worth knowing? (significance)
• How will we know that the conclusions are valid? (criteria for success) (2)

Be sure to answer these questions in your proposal. Keep in mind that reviewers may not read every word of your proposal. Your reviewer may only read the abstract, the sections on research design and methodology, the vitae, and the budget. Make these sections as clear and straightforward as possible.

The way you write your grant will tell the reviewers a lot about you (Reif-Lehrer 82). From reading your proposal, the reviewers will form an idea of who you are as a scholar, a researcher, and a person. They will decide whether you are creative, logical, analytical, up-to-date in the relevant literature of the field, and, most importantly, capable of executing the proposed project. Allow your discipline and its conventions to determine the general style of your writing, but allow your own voice and personality to come through. Be sure to clarify your project’s theoretical orientation.

Develop a general proposal and budget

Because most proposal writers seek funding from several different agencies or granting programs, it is a good idea to begin by developing a general grant proposal and budget. This general proposal is sometimes called a “white paper.” Your general proposal should explain your project to a general academic audience. Before you submit proposals to different grant programs, you will tailor a specific proposal to their guidelines and priorities.

Organizing your proposal

Although each funding agency will have its own (usually very specific) requirements, there are several elements of a proposal that are fairly standard, and they often come in the following order:

• Introduction (statement of the problem, purpose of research or goals, and significance of research)

Literature review

• Project narrative (methods, procedures, objectives, outcomes or deliverables, evaluation, and dissemination)
• Budget and budget justification

Format the proposal so that it is easy to read. Use headings to break the proposal up into sections. If it is long, include a table of contents with page numbers.

The title page usually includes a brief yet explicit title for the research project, the names of the principal investigator(s), the institutional affiliation of the applicants (the department and university), name and address of the granting agency, project dates, amount of funding requested, and signatures of university personnel authorizing the proposal (when necessary). Most funding agencies have specific requirements for the title page; make sure to follow them.

The abstract provides readers with their first impression of your project. To remind themselves of your proposal, readers may glance at your abstract when making their final recommendations, so it may also serve as their last impression of your project. The abstract should explain the key elements of your research project in the future tense. Most abstracts state: (1) the general purpose, (2) specific goals, (3) research design, (4) methods, and (5) significance (contribution and rationale). Be as explicit as possible in your abstract. Use statements such as, “The objective of this study is to …”

Introduction

The introduction should cover the key elements of your proposal, including a statement of the problem, the purpose of research, research goals or objectives, and significance of the research. The statement of problem should provide a background and rationale for the project and establish the need and relevance of the research. How is your project different from previous research on the same topic? Will you be using new methodologies or covering new theoretical territory? The research goals or objectives should identify the anticipated outcomes of the research and should match up to the needs identified in the statement of problem. List only the principle goal(s) or objective(s) of your research and save sub-objectives for the project narrative.

Many proposals require a literature review. Reviewers want to know whether you’ve done the necessary preliminary research to undertake your project. Literature reviews should be selective and critical, not exhaustive. Reviewers want to see your evaluation of pertinent works. For more information, see our handout on literature reviews .

Project narrative

The project narrative provides the meat of your proposal and may require several subsections. The project narrative should supply all the details of the project, including a detailed statement of problem, research objectives or goals, hypotheses, methods, procedures, outcomes or deliverables, and evaluation and dissemination of the research.

For the project narrative, pre-empt and/or answer all of the reviewers’ questions. Don’t leave them wondering about anything. For example, if you propose to conduct unstructured interviews with open-ended questions, be sure you’ve explained why this methodology is best suited to the specific research questions in your proposal. Or, if you’re using item response theory rather than classical test theory to verify the validity of your survey instrument, explain the advantages of this innovative methodology. Or, if you need to travel to Valdez, Alaska to access historical archives at the Valdez Museum, make it clear what documents you hope to find and why they are relevant to your historical novel on the ’98ers in the Alaskan Gold Rush.

Clearly and explicitly state the connections between your research objectives, research questions, hypotheses, methodologies, and outcomes. As the requirements for a strong project narrative vary widely by discipline, consult a discipline-specific guide to grant writing for some additional advice.

Explain staffing requirements in detail and make sure that staffing makes sense. Be very explicit about the skill sets of the personnel already in place (you will probably include their Curriculum Vitae as part of the proposal). Explain the necessary skill sets and functions of personnel you will recruit. To minimize expenses, phase out personnel who are not relevant to later phases of a project.

The budget spells out project costs and usually consists of a spreadsheet or table with the budget detailed as line items and a budget narrative (also known as a budget justification) that explains the various expenses. Even when proposal guidelines do not specifically mention a narrative, be sure to include a one or two page explanation of the budget. To see a sample budget, turn to Example #1 at the end of this handout.

Consider including an exhaustive budget for your project, even if it exceeds the normal grant size of a particular funding organization. Simply make it clear that you are seeking additional funding from other sources. This technique will make it easier for you to combine awards down the road should you have the good fortune of receiving multiple grants.

Make sure that all budget items meet the funding agency’s requirements. For example, all U.S. government agencies have strict requirements for airline travel. Be sure the cost of the airline travel in your budget meets their requirements. If a line item falls outside an agency’s requirements (e.g. some organizations will not cover equipment purchases or other capital expenses), explain in the budget justification that other grant sources will pay for the item.

Many universities require that indirect costs (overhead) be added to grants that they administer. Check with the appropriate offices to find out what the standard (or required) rates are for overhead. Pass a draft budget by the university officer in charge of grant administration for assistance with indirect costs and costs not directly associated with research (e.g. facilities use charges).

Furthermore, make sure you factor in the estimated taxes applicable for your case. Depending on the categories of expenses and your particular circumstances (whether you are a foreign national, for example), estimated tax rates may differ. You can consult respective departmental staff or university services, as well as professional tax assistants. For information on taxes on scholarships and fellowships, see https://cashier.unc.edu/student-tax-information/scholarships-fellowships/ .

Explain the timeframe for the research project in some detail. When will you begin and complete each step? It may be helpful to reviewers if you present a visual version of your timeline. For less complicated research, a table summarizing the timeline for the project will help reviewers understand and evaluate the planning and feasibility. See Example #2 at the end of this handout.

For multi-year research proposals with numerous procedures and a large staff, a time line diagram can help clarify the feasibility and planning of the study. See Example #3 at the end of this handout.

Revising your proposal

Strong grant proposals take a long time to develop. Start the process early and leave time to get feedback from several readers on different drafts. Seek out a variety of readers, both specialists in your research area and non-specialist colleagues. You may also want to request assistance from knowledgeable readers on specific areas of your proposal. For example, you may want to schedule a meeting with a statistician to help revise your methodology section. Don’t hesitate to seek out specialized assistance from the relevant research offices on your campus. At UNC, the Odum Institute provides a variety of services to graduate students and faculty in the social sciences.

In your revision and editing, ask your readers to give careful consideration to whether you’ve made explicit the connections between your research objectives and methodology. Here are some example questions:

• Have you presented a compelling case?
• Have you made your hypotheses explicit?
• Does your project seem feasible? Is it overly ambitious? Does it have other weaknesses?
• Have you stated the means that grantors can use to evaluate the success of your project after you’ve executed it?

If a granting agency lists particular criteria used for rating and evaluating proposals, be sure to share these with your own reviewers.

Example #1. Sample Budget

Jet travel $6,100 This estimate is based on the commercial high season rate for jet economy travel on Sabena Belgian Airlines. No U.S. carriers fly to Kigali, Rwanda. Sabena has student fare tickets available which will be significantly less expensive (approximately $2,000).

Maintenance allowance $22,788 Based on the Fulbright-Hays Maintenance Allowances published in the grant application guide.

Research assistant/translator $4,800 The research assistant/translator will be a native (and primary) speaker of Kinya-rwanda with at least a four-year university degree. They will accompany the primary investigator during life history interviews to provide assistance in comprehension. In addition, they will provide commentary, explanations, and observations to facilitate the primary investigator’s participant observation. During the first phase of the project in Kigali, the research assistant will work forty hours a week and occasional overtime as needed. During phases two and three in rural Rwanda, the assistant will stay with the investigator overnight in the field when necessary. The salary of $400 per month is based on the average pay rate for individuals with similar qualifications working for international NGO’s in Rwanda.

Transportation within country, phase one $1,200 The primary investigator and research assistant will need regular transportation within Kigali by bus and taxi. The average taxi fare in Kigali is $6-8 and bus fare is $.15. This figure is based on an average of $10 per day in transportation costs during the first project phase.

Transportation within country, phases two and three $12,000 Project personnel will also require regular transportation between rural field sites. If it is not possible to remain overnight, daily trips will be necessary. The average rental rate for a 4×4 vehicle in Rwanda is $130 per day. This estimate is based on an average of $50 per day in transportation costs for the second and third project phases. These costs could be reduced if an arrangement could be made with either a government ministry or international aid agency for transportation assistance.

Email $720 The rate for email service from RwandaTel (the only service provider in Rwanda) is $60 per month. Email access is vital for receiving news reports on Rwanda and the region as well as for staying in contact with dissertation committee members and advisors in the United States.

Audiocassette tapes $400 Audiocassette tapes will be necessary for recording life history interviews, musical performances, community events, story telling, and other pertinent data.

Photographic & slide film $100 Photographic and slide film will be necessary to document visual data such as landscape, environment, marriages, funerals, community events, etc.

Laptop computer $2,895 A laptop computer will be necessary for recording observations, thoughts, and analysis during research project. Price listed is a special offer to UNC students through the Carolina Computing Initiative.

NUD*IST 4.0 software $373.00 NUD*IST, “Nonnumerical, Unstructured Data, Indexing, Searching, and Theorizing,” is necessary for cataloging, indexing, and managing field notes both during and following the field research phase. The program will assist in cataloging themes that emerge during the life history interviews.

Administrative fee $100 Fee set by Fulbright-Hays for the sponsoring institution.

Example #2: Project Timeline in Table Format

Example #3: Project Timeline in Chart Format

Some closing advice

Some of us may feel ashamed or embarrassed about asking for money or promoting ourselves. Often, these feelings have more to do with our own insecurities than with problems in the tone or style of our writing. If you’re having trouble because of these types of hang-ups, the most important thing to keep in mind is that it never hurts to ask. If you never ask for the money, they’ll never give you the money. Besides, the worst thing they can do is say no.

UNC resources for proposal writing

Research at Carolina http://research.unc.edu

The Odum Institute for Research in the Social Sciences https://odum.unc.edu/

UNC Medical School Office of Research https://www.med.unc.edu/oor

UNC School of Public Health Office of Research http://www.sph.unc.edu/research/

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Holloway, Brian R. 2003. Proposal Writing Across the Disciplines. Upper Saddle River, New Jersey: Prentice Hall.

Levine, S. Joseph. “Guide for Writing a Funding Proposal.” http://www.learnerassociates.net/proposal/ .

Locke, Lawrence F., Waneen Wyrick Spirduso, and Stephen J. Silverman. 2014. Proposals That Work . Thousand Oaks, CA: Sage.

Przeworski, Adam, and Frank Salomon. 2012. “Some Candid Suggestions on the Art of Writing Proposals.” Social Science Research Council. https://s3.amazonaws.com/ssrc-cdn2/art-of-writing-proposals-dsd-e-56b50ef814f12.pdf .

Reif-Lehrer, Liane. 1989. Writing a Successful Grant Application . Boston: Jones and Bartlett Publishers.

Wiggins, Beverly. 2002. “Funding and Proposal Writing for Social Science Faculty and Graduate Student Research.” Chapel Hill: Howard W. Odum Institute for Research in Social Science. 2 Feb. 2004. http://www2.irss.unc.edu/irss/shortcourses/wigginshandouts/granthandout.pdf.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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How to write a grant proposal: a step-by-step guide

Anthony Esposito Senior Account Manager at PandaDoc

Reviewed by:

Brittany Farnham Senior Program Manager, Marketing

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A grant proposal is a request for funding that organizations submit to grant-making bodies.

In grant proposals, organizations present an initiative, explain its objectives and expected timeline, provide evidence of its importance, and describe how they would use grant funds to implement it.

To be successful, a grant proposal must convince potential funders of the value and impact of the proposed project.

In this guide, we outline how to efficiently create a winning grant proposal.

→DOWNLOAD NOW: FREE GRANT PROPOSAL TEMPLATE

Key takeaways

• An effective grant proposal showcases an organization’s dedication to its mission and builds ties with grant-making organizations.
• To write and submit a robust grant proposal , an organization needs to plan the required time and expenses, understand their project, and clearly define success scenarios.
• Telling a compelling story in a grant proposal shows the potential impact of the project and attracts funders’ interest.
• A grant inquiry letter may be required to get approval from a grant-making organization before sending a grant proposal.
• Business proposal software can help you handle all related documents (support letters, résumés of key personnel, and so on) that are required for a successful grant application.

Why should you seek grant funding

Grant writing can open doors to funding sources that are vital to your project’s success.

In fact, submitting three to five grant applications may put your chances of winning at least one grant at around 90% .

Keep in mind that grant-making entities want to invest in projects and initiatives that will have a powerful impact on issues they care about.

The United States government offers thousands of grants that nonprofit organizations may apply for, providing various amounts of funding for projects that will have an impact across the country.

Additionally, around 40% of Fortune 500 companies have volunteer grant programs, through which they provide financial grants to nonprofits and recognize volunteer work done by their employees.

How can you get ready to write your grant proposal letter

Before you start writing, take the time to prepare carefully. Consider each of the following.

1. Plan your time and expenses

Applying for grants means setting aside time to search for the right grants, writing proposals, and going through the grant selection process.

Plan for this time as well as any associated costs, such as for research and professional writing help.

2. Consider both success and failure scenarios

Most organizations rely on multiple funding sources, and grant opportunities shouldn’t change that.

Remember that grants can be competitive and funding limited.

Compare the value of an award against the time you will need to invest before pursuing an opportunity.

3. Have a strong understanding of your project

Be clear about desired outcomes, estimated timelines, and other funding sources before you start writing a grant application.

Your proposal will be evaluated by grant-making bodies and committees who may choose to award funds to your competitors or simply choose not to award any funding due to a lack of matching and/or credible proposals.

4. Register or create accounts

You may also need to create an online account and go through verification processes before you can submit grant applications — for example, organizations seeking federal funding need to register with the federal grant program before they can request a grant.

5. Submit a grant inquiry before writing a full grant proposal

See if submitting a grant inquiry first makes sense.

If the grant-making body responds positively to your inquiry and sends you a request for a formal grant proposal, you can proceed with writing a detailed RFP response .

4. Save time by using document management software

Document management software can assist you in preparing a thorough and professional grant application.

And modern software tools can handle quotes as well as agreements, contracts , and other types of documents that grants may require.

With those basics out of the way, let’s look at the structure you should adhere to for a standard grant proposal.

How to create a compelling grant proposal

A well-written grant proposal is your chance to make a great impression on a potential funder.

It should be engaging and to the point, highlighting why your project is important and deserves the grant.

Follow the steps below to create a compelling proposal that will help you win the grant you need.

Step 1. Write a strong cover letter

Your cover letter is the perfect opportunity to captivate a funder with a casual tone and urge them to delve into your proposal.

Here are some dos and don’ts when it comes to cover letters:

Here is how a good cover letter can start:

Dear Mr. Jones,

[Name of Clinic] respectfully requests a grant of $30,000 for our veterinary hospital project in South Boston.

As the largest independent pet hospital in this part of the city, we are aware of the challenges pet owners in our service area are facing. We are particularly concerned about the lack of service quality in South Boston given that it has the largest number of pets per capita of any neighborhood in the city.

We are committed to solving this issue by growing our community and providing our expertise to the people and animals of South Boston by the end of 2024.

The veterinary hospital project will allow us to provide access […]

No fluff and right to the point!

Step 2. Create an executive summary

To produce a winning grant proposal, you should start with an executive summary.

Also known as a proposal summary, an executive summary is a brief synopsis of the entire proposal.

It should introduce your organization, market segment, and project goals, offering specifics yet getting right to the point.

Here are some questions that a good grant writer will answer in the executive summary:

1. What is the organization’s mission and history ? What does the organization do?

2. What is the project about? Who will it help?

3. What problem is the organization solving , and why does it matter?

4. What is the end goal for the project, and how can the organization measure its achievement?

5. Why should the organization receive the grant? What are the organization’s competencies ?

6. How much money does the organization need, and how does it plan to finance the project in the future ? Are there other funding sources ?

Step 3. Introduce your organization

Now that you’ve set the stage for the entire proposal, you can start with introducing your organization.

Share as much relevant information as you can about your infrastructure, history, mission, experience, etc.

Here, you should include information about key staff members, success stories demonstrating your track record and highlighting your expertise, and an explanation of the organization’s goals and philosophy.

Client recommendations , letters of thanks , and feedback from customers and the general public should definitely be included in a grant proposal.

Be sure to also include valid industry certifications ( ISO or quality certifications ), licenses, and business and indemnity insurance details.

You need to show that your company or organization has the capacity to produce all deliverables while meeting all legal, safety, and quality obligations.

You may also need to provide solvency statements to prove that you can meet your financial commitments to your staff and contractors.

Step 4. Write a direct problem statement

One of the most important parts of the grant proposal structure is the problem statement.

Also known as the needs statement or statement of need , this is where you explain the problem you have identified and how you can solve it.

You may have to do extensive research on the history of the underlying problem, including previous solutions that were implemented and potentially failed.

Then, you should explain why your solution will make a difference.

In a winning grant proposal, the problem statement will heavily rely on quantitative data and clearly display how your organization answers a need.

Here’s how a brief problem statement could look:

A 2023 report from [Name of Institution] showed that the city of [Name of City] has the highest [problem + rate] per capita in the state of [Name of State]. Another study by [Name of Institution] confirmed these findings in 2024 , highlighting the importance of [potential solution] in dealing with these issues.

There is a need for education and professional services in [list of fields and industries], backed by expertise and strong infrastructure.

To meet this need, [Name of Organization] proposes a program for [program’s purpose] that would, for the first time, address the problem of [description of problem].

With PandaDoc, you get a free grant proposal template that has all of these sections incorporated!

Grant Proposal Template

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Step 5. State your goals and objectives

Another important part of the grant proposal is clearly stating your goals and objectives.

Whereas goals are broad statements of what you wish to achieve, objectives are specific, with measurable outcomes and time frames.

Many grant proposals fail because they do not present clear goals or do not define how objectives will be measured.

This section is key to providing information on the benefits that the funder, community, government, or client (if different from the funder) will see for their investment.

Here is an example of a well-formulated goal and objective.

Goal: Improve literacy and the overall ability to express oneself among children from inner-city schools in [Name of Community].

Objective: To improve, by the end of the 2024 school year, the results of reading and writing tests among fourth-graders in [Name of Community] by at least 20% compared to current results (average 55/100).

Notice how the goal is optimistic and abstract while the objective is measurable and specific.

Step 6. Choose methods and strategies to achieve your goals

Now that the funding agency knows your goals, it’s time to tell them how you plan on achieving them.

List the new hires and skills, facilities, means of transportation, and other resources you need to deliver the project and achieve your definition of success.

Step 7. Include success metrics

In this section of your grant proposal, you need to cover how you will track your program’s progress.

You should also include the time frame needed for evaluation and who will complete it, including the specific skills or products needed and the cost of the evaluation phase of the project.

This is one of the most important steps in writing a grant proposal, as all funders will look for evaluations.

Whether government agencies or private foundations, grantmakers want to know if the programs they have invested in make a difference.

Keep in mind that an evaluation can be expensive, so you should clearly define the scope of activities involved as well as your methodologies.

To go back to our child literacy example, here is how an evaluation strategy might look:

Project Evaluation

Program facilitators will administer a set of pre-tests and post-tests to students in order to determine to which degree the project is fulfilling objectives. Tests will be created by external collaborators (experts in child education) and will take place on a monthly basis for the duration of the program.

After each session, participating teachers will be asked to write a qualitative evaluation in order to identify areas for improvement and generate feedback […]

Step 8. Include funding sources and ensure sustainability

Your funders won’t like the idea of investing in a short-term project that has no prospects.

They’ll be much more willing to reward a promising project that can run on a larger scale.

That’s why you need to show how you can make this happen.

This section of your grant proposal is for funding requirements that go beyond the project: the total cost of ownership including ongoing maintenance, daily business operations, and operational support.

You should articulate projected ongoing costs for at least five years.

An accurate cost model needs to include inflation, specialist skills, ongoing training, potential future growth, and decommissioning expenses when the project or product reaches the end of its life cycle.

Step 9. Outline your project budget

Of course, one of the most important grant proposal topics is budgeting . This is the moment when you go into detail about exactly how you’ll use the grant resources.

Make sure to justify all expenses. Remember that the project budget section is the true meat of your grant proposal.

Having too high of a budget can lose you the grant and even be seen as an attempt at profiteering.

Underquoting might win you the grant, but you may not be able to deliver on your proposal, which could harm your standing as a grantee in the funder’s eyes.

Many grant writers underquote in the hope of increasing their attractiveness and then looking for additional funding at a later stage.

However, this is a dangerous game to play and could affect your individual or company brand, community standing, and industry reputation.

Here’s how a project budget might look for a cross-country research study grant:

Below a table like this one, you can further clarify any key points, like what a research assistant will do and why they’re needed for the study.

Simplify your grant proposal writing with efficient software

Writing an accurate and effective grant proposal can be time-consuming and costly, but you can use software to save time and money.

With hundreds of customizable templates , the PandaDoc platform can help you ensure that your proposal is professional and tailored to your organization’s specific needs.

You can use it to seamlessly create, eSign, and share your grant proposals, then later leverage comprehensive document analytics and tracking to monitor their impact in real time.

Schedule a demo to learn more about optimizing and expediting your grant proposal writing.

Frequently asked questions about grant proposals

What is the difference between a grant proposal and a grant letter.

It’s quite easy to confuse a grant proposal with a grant letter.

But a grant proposal contains all the sections we mentioned: the project’s summary, a cover letter, problem statement, etc. and is typically pretty long.

Some companies or individual investors consider this document too long and prefer a grant letter, which is a shorter, much more streamlined document. A grant letter typically doesn’t exceed 3-4 pages although it has a similar structure.

How do you write a scientific grant proposal?

Here you should emphasize the significance of your project and its contribution to science if implemented successfully.

Back it up with relevant statistics, scientific facts, and research data on the subject. It’s important to use simple terms comprehensible to the prospective Grantee.

Also, explain why you are the one who can finish this project: provide some proof of your expertise to make your proposal stronger.

How do you write a grant proposal for education?

Besides the project description, you need to mention how it will improve the education system.

Detail how your project will improve student’s productivity, increase their knowledge, and make their overall learning process better.

Educational projects usually involve a team of people who will put the idea into practice. Provide more information about each team member and why this person can perform their duties.

How to write a grant proposal for art?

Even though the inspiration can’t be forced, an art project should be time-specific. Mention the start and end date of your activity.

Otherwise, a prospective grant may not take it seriously.

Primarily you should convey your message to the grant-making organization, even if they don’t know much about the kind of art you create. Explain the idea in the simplest way so anybody can understand it clearly.

How do you write a grant proposal for a non-profit organization?

Unlike other organizations, an NGO needs to drill down to the key community issues and show how deeply its work can affect the people it’s meant to serve.

Given the democratic and often local nature of NGOs, their work will be viewed more through an altruistic lens.

An NGO also needs to pay special attention to demonstrating the sustainability of the project over time, since that’s a unique problem to NGOs and something that commercial businesses have already dealt with.

How many pages should a grant proposal be?

There isn’t a strict rule when it comes to grant proposals — their length will always depend on the complexity of the issue it covers and the amount of research behind it.

Typically, a grant proposal should be up to 25 pages , although different funding institutions will often put this in their “ Rules ” section — so read those carefully!

How many hours does it take to write a grant proposal?

Proposal writing is slightly different from regular writing: it needs to follow a specific structure and rules.

Add to that all the research and argumentation needed to write a good proposal, and you’ll be looking at hours, days, or even weeks if you’re really a perfectionist.

As a rule of thumb, you should devote one week to writing a proposal. Although you might finish earlier, it’s good to have enough time to cover everything.

PandaDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDocs services are governed by our Terms of Use and Privacy Policy.

Originally was published March 2014 and has been updated for comprehensiveness in May, 2024

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How to write a grant proposal: a step-by-step guide

What is a grant proposal?

Why should you write a grant proposal, format of a grant proposal, how to write a grant proposal, step 1: decide what funding opportunity to apply for, and research the grant application process, step 2: plan and research your project, preliminary research for your grant proposal, questions to ask yourself as you plan your grant proposal, developing your grant proposal, step 3: write the first draft of your grant proposal, step 4: get feedback, and revise your grant proposal accordingly, step 5: prepare to submit your grant proposal, what happens after submitting the grant proposal, final thoughts, other useful sources for writing grant proposals, frequently asked questions about writing grant proposals, related articles.

You have a vision for a future research project, and want to share that idea with the world.

To achieve your vision, you need funding from a sponsoring organization, and consequently, you need to write a grant proposal.

Although visualizing your future research through grant writing is exciting, it can also feel daunting. How do you start writing a grant proposal? How do you increase your chances of success in winning a grant?

But, writing a proposal is not as hard as you think. That’s because the grant-writing process can be broken down into actionable steps.

This guide provides a step-by-step approach to grant-writing that includes researching the application process, planning your research project, and writing the proposal. It is written from extensive research into grant-writing, and our experiences of writing proposals as graduate students, postdocs, and faculty in the sciences.

A grant proposal is a document or collection of documents that outlines the strategy for a future research project and is submitted to a sponsoring organization with the specific goal of getting funding to support the research. For example, grants for large projects with multiple researchers may be used to purchase lab equipment, provide stipends for graduate and undergraduate researchers, fund conference travel, and support the salaries of research personnel.

As a graduate student, you might apply for a PhD scholarship, or postdoctoral fellowship, and may need to write a proposal as part of your application. As a faculty member of a university, you may need to provide evidence of having submitted grant applications to obtain a permanent position or promotion.

Reasons for writing a grant proposal include:

• To obtain financial support for graduate or postdoctoral studies;
• To travel to a field site, or to travel to meet with collaborators;
• To conduct preliminary research for a larger project;
• To obtain a visiting position at another institution;
• To support undergraduate student research as a faculty member;
• To obtain funding for a large collaborative project, which may be needed to retain employment at a university.

The experience of writing a proposal can be helpful, even if you fail to obtain funding. Benefits include:

• Improvement of your research and writing skills
• Enhancement of academic employment prospects, as fellowships and grants awarded and applied for can be listed on your academic CV
• Raising your profile as an independent academic researcher because writing proposals can help you become known to leaders in your field.

All sponsoring agencies have specific requirements for the format of a grant proposal. For example, for a PhD scholarship or postdoctoral fellowship, you may be required to include a description of your project, an academic CV, and letters of support from mentors or collaborators.

For a large research project with many collaborators, the collection of documents that need to be submitted may be extensive. Examples of documents that might be required include a cover letter, a project summary, a detailed description of the proposed research, a budget, a document justifying the budget, and the CVs of all research personnel.

Before writing your proposal, be sure to note the list of required documents.

Writing a grant proposal can be broken down into three major activities: researching the project (reading background materials, note-taking, preliminary work, etc.), writing the proposal (creating an outline, writing the first draft, revisions, formatting), and administrative tasks for the project (emails, phone calls, meetings, writing CVs and other supporting documents, etc.).

Below, we provide a step-by-step guide to writing a grant proposal:

• Decide what funding opportunity to apply for, and research the grant application process
• Plan and research your project
• Write the first draft of your grant proposal
• Get feedback, and revise your grant proposal accordingly
• Prepare to submit your grant proposal

• Start early. Begin by searching for funding opportunities and determining requirements. Some sponsoring organizations prioritize fundamental research, whereas others support applied research. Be sure your project fits the mission statement of the granting organization. Look at recently funded proposals and/or sample proposals on the agency website, if available. The Research or Grants Office at your institution may be able to help with finding grant opportunities.
• Make a spreadsheet of grant opportunities, with a link to the call for proposals page, the mission and aims of the agency, and the deadline for submission. Use the information that you have compiled in your spreadsheet to decide what to apply for.
• Once you have made your decision, carefully read the instructions in the call for proposals. Make a list of all the documents you need to apply, and note the formatting requirements and page limits. Know exactly what the funding agency requires of submitted proposals.
• Reach out to support staff at your university (for example, at your Research or Grants Office), potential mentors, or collaborators. For example, internal deadlines for submitting external grants are often earlier than the submission date. Make sure to learn about your institution’s internal processes, and obtain contact information for the relevant support staff.
• Applying for a grant or fellowship involves administrative work. Start preparing your CV and begin collecting supporting documents from collaborators, such as letters of support. If the application to the sponsoring agency is electronic, schedule time to set up an account, log into the system, download necessary forms and paperwork, etc. Don’t leave all of the administrative tasks until the end.
• Map out the important deadlines on your calendar. These might include video calls with collaborators, a date for the first draft to be complete, internal submission deadlines, and the funding agency deadline.
• Schedule time on your calendar for research, writing, and administrative tasks associated with the project. It’s wise to group similar tasks and block out time for them (a process known as ” time batching ”). Break down bigger tasks into smaller ones.

Now that you know what you are applying for, you can think about matching your proposed research to the aims of the agency. The work you propose needs to be innovative, specific, realizable, timely, and worthy of the sponsoring organization’s attention.

• Develop an awareness of the important problems and open questions in your field. Attend conferences and seminar talks and follow all of your field’s major journals.
• Read widely and deeply. Journal review articles are a helpful place to start. Reading papers from related but different subfields can generate ideas. Taking detailed notes as you read will help you recall the important findings and connect disparate concepts.

• Writing a grant proposal is a creative and imaginative endeavor. Write down all of your ideas. Freewriting is a practice where you write down all that comes to mind without filtering your ideas for feasibility or stopping to edit mistakes. By continuously writing your thoughts without judgment, the practice can help overcome procrastination and writer’s block. It can also unleash your creativity, and generate new ideas and associations. Mind mapping is another technique for brainstorming and generating connections between ideas.
• Establish a regular writing practice. Schedule time just for writing, and turn off all distractions during your focused work time. You can use your writing process to refine your thoughts and ideas.
• Use a reference manager to build a library of sources for your project. You can use a reference management tool to collect papers , store and organize references , and highlight and annotate PDFs . Establish a system for organizing your ideas by tagging papers with labels and using folders to store similar references.

To facilitate intelligent thinking and shape the overall direction of your project, try answering the following questions:

• What are the questions that the project will address? Am I excited and curious about their answers?
• Why are these questions important?
• What are the goals of the project? Are they SMART (Specific, Measurable, Actionable, Relevant, and Timely)?
• What is novel about my project? What is the gap in current knowledge?
• What methods will I use, and how feasible is my approach?
• Can the work be done over the proposed period, and with the budget I am requesting?
• Do I have relevant experience? For example, have I completed similar work funded by previous grants or written papers on my proposed topic?
• What pilot research or prior work can I use, or do I need to complete preliminary research before writing the proposal?
• Will the outcomes of my work be consequential? Will the granting agency be interested in the results?
• What solutions to open problems in my field will this project offer? Are there broader implications of my work?
• Who will the project involve? Do I need mentors, collaborators, or students to contribute to the proposed work? If so, what roles will they have?
• Who will read the proposal? For example, experts in the field will require details of methods, statistical analyses, etc., whereas non-experts may be more concerned with the big picture.
• What do I want the reviewers to feel, and take away from reading my proposal?
• What weaknesses does my proposed research have? What objections might reviewers raise, and how can I address them?
• Can I visualize a timeline for my project?

Create an actionable plan for your research project using the answers to these questions.

• Now is the time to collect preliminary data, conduct experiments, or do a preliminary study to motivate your research, and demonstrate that your proposed project is realistic.
• Use your plan to write a detailed outline of the proposal. An outline helps you to write a proposal that has a logical format and ensures your thought process is rational. It also provides a structure to support your writing.
• Follow the granting agency’s guidelines for titles, sections, and subsections to inform your outline.

At this stage, you should have identified the aims of your project, what questions your work will answer, and how they are relevant to the sponsoring agency’s call for proposals. Be able to explain the originality, importance, and achievability of your proposed work.

Now that you have done your research, you are ready to begin writing your proposal and start filling in the details of your outline. Build on the writing routine you have already started. Here are some tips:

• Follow the guidelines of the funding organization.
• Keep the proposal reviewers in mind as you write. Your audience may be a combination of specialists in your field and non-specialists. Make sure to address the novelty of your work, its significance, and its feasibility.
• Write clearly, concisely, and avoid repetition. Use topic sentences for each paragraph to emphasize key ideas. Concluding sentences of each paragraph should develop, clarify, or summarize the support for the declaration in the topic sentence. To make your writing engaging, vary sentence length.
• Avoid jargon, where possible. Follow sentences that have complex technical information with a summary in plain language.
• Don’t review all information on the topic, but include enough background information to convince reviewers that you are knowledgeable about it. Include preliminary data to convince reviewers you can do the work. Cite all relevant work.
• Make sure not to be overly ambitious. Don’t propose to do so much that reviewers doubt your ability to complete the project. Rather, a project with clear, narrowly-defined goals may prove favorable to reviewers.
• Accurately represent the scope of your project; don’t exaggerate its impacts. Avoid bias. Be forthright about the limitations of your research.
• Ensure to address potential objections and concerns that reviewers may have with the proposed work. Show that you have carefully thought about the project by explaining your rationale.
• Use diagrams and figures effectively. Make sure they are not too small or contain too much information or details.

After writing your first draft, read it carefully to gain an overview of the logic of your argument. Answer the following questions:

• Is your proposal concise, explicit, and specific?
• Have you included all necessary assumptions, data points, and evidence in your proposal?
• Do you need to make structural changes like moving or deleting paragraphs or including additional tables or figures to strengthen your rationale?
• Have you answered most of the questions posed in Step 2 above in your proposal?
• Follow the length requirements in the proposal guidelines. Don't feel compelled to include everything you know!
• Use formatting techniques to make your proposal easy on the eye. Follow rules for font, layout, margins, citation styles , etc. Avoid walls of text. Use bolding and italicizing to emphasize points.
• Comply with all style, organization, and reference list guidelines to make it easy to reviewers to quickly understand your argument. If you don’t, it’s at best a chore for the reviewers to read because it doesn’t make the most convincing case for you and your work. At worst, your proposal may be rejected by the sponsoring agency without review.
• Using a reference management tool like Paperpile will make citation creation and formatting in your grant proposal quick, easy and accurate.

Now take time away from your proposal, for at least a week or more. Ask trusted mentors or collaborators to read it, and give them adequate time to give critical feedback.

• At this stage, you can return to any remaining administrative work while you wait for feedback on the proposal, such as finalizing your budget or updating your CV.
• Revise the proposal based on the feedback you receive.
• Don’t be discouraged by critiques of your proposal or take them personally. Receiving and incorporating feedback with humility is essential to grow as a grant writer.

Now you are almost ready to submit. This is exciting! At this stage, you need to block out time to complete all final checks.

• Allow time for proofreading and final editing. Spelling and grammar mistakes can raise questions regarding the rigor of your research and leave a poor impression of your proposal on reviewers. Ensure that a unified narrative is threaded throughout all documents in the application.
• Finalize your documents by following a checklist. Make sure all documents are in place in the application, and all formatting and organizational requirements are met.
• Follow all internal and external procedures. Have login information for granting agency and institution portals to hand. Double-check any internal procedures required by your institution (applications for large grants often have a deadline for sign-off by your institution’s Research or Grants Office that is earlier than the funding agency deadline).
• To avoid technical issues with electronic portals, submit your proposal as early as you can.
• Breathe a sigh of relief when all the work is done, and take time to celebrate submitting the proposal! This is already a big achievement.

Now you wait! If the news is positive, congratulations!

But if your proposal is rejected, take heart in the fact that the process of writing it has been useful for your professional growth, and for developing your ideas.

Bear in mind that because grants are often highly competitive, acceptance rates for proposals are usually low. It is very typical to not be successful on the first try and to have to apply for the same grant multiple times.

Here are some tips to increase your chances of success on your next attempt:

• Remember that grant writing is often not a linear process. It is typical to have to use the reviews to revise and resubmit your proposal.
• Carefully read the reviews and incorporate the feedback into the next iteration of your proposal. Use the feedback to improve and refine your ideas.
• Don’t ignore the comments received from reviewers—be sure to address their objections in your next proposal. You may decide to include a section with a response to the reviewers, to show the sponsoring agency that you have carefully considered their comments.
• If you did not receive reviewer feedback, you can usually request it.

You learn about your field and grow intellectually from writing a proposal. The process of researching, writing, and revising a proposal refines your ideas and may create new directions for future projects. Professional opportunities exist for researchers who are willing to persevere with submitting grant applications.

➡️ Secrets to writing a winning grant

➡️ How to gain a competitive edge in grant writing

➡️ Ten simple rules for writing a postdoctoral fellowship

A grant proposal should include all the documents listed as required by the sponsoring organization. Check what documents the granting agency needs before you start writing the proposal.

Granting agencies have strict formatting requirements, with strict page limits and/or word counts. Check the maximum length required by the granting agency. It is okay for the proposal to be shorter than the maximum length.

Expect to spend many hours, even weeks, researching and writing a grant proposal. Consequently, it is important to start early! Block time in your calendar for research, writing, and administration tasks. Allow extra time at the end of the grant-writing process to edit, proofread, and meet presentation guidelines.

The most important part of a grant proposal is the description of the project. Make sure that the research you propose in your project narrative is new, important, and viable, and that it meets the goals of the sponsoring organization.

A grant proposal typically consists of a set of documents. Funding agencies have specific requirements for the formatting and organization of each document. Make sure to follow their guidelines exactly.

How to write a winning grant proposal

• Stephen Robertson (he/him)
• February 7, 2023

Writing a proposal for a project grant can feel like a daunting task, but with the right guidance, it doesn’t need to be a bewildering endeavor. Like climbing a mountain, it helps to have a path to follow to reach its summit, or in this case, a map of sorts to guide you to your desired destination—a compelling proposal that unlocks funding to advance your mission-driven work.     In this blog, we will share the key elements of a typical project proposal and best practices for how to approach drafting each section to help you secure the grant you seek. 

Key elements of a grant proposal 

Executive summary  .

Often, your executive summary will be the first spot funders look to decide if they want to continue reading the entire proposal. Although an executive summary is typically included at the beginning of your final grant proposal, it’s best to tackle writing this section last given its importance. Your executive summary provides a snapshot of your overall proposal and often includes: 

• The problem or need you’re seeking to address, or your proposal’s need statement. 
• A brief description of the project, including your goals and objectives. 
• Information about your organization and its experience addressing your proposal’s key need or problem. 
• How much money that you are asking the funder to consider granting you.  

Need statement  

Your need statement is where you’ll convince your prospective funder of the urgency of addressing your proposed problem or need in one page or less. In this section, do your best to succinctly peak the prospective funder’s interest in your specific project by incorporating data-driven insights and human stories that bring your need to life. Once completed, it should seek to answer these questions: If your project is funded, how will it be better and for whom, and why should this particular funder care?  

Given you are competing with other applicants, don’t forget to align your need statement with your funder’s objectives. After all, the best way to get a funder to care about your solution is to explain how it overlaps with the focus areas of their foundation.   

Project description  

Your project description should delve deep into the specific activities of your project and how they will benefit your target demographic. This section should include a detailed outline that explains exactly how, when, and by whom the project will be executed and completed. An additional tip for success: Consider emphasizing any collaborations and partnerships with other organizations on similar efforts to boost your credibility. 

Project goals and objectives  

When it comes to grant proposals, it is important to understand the difference between goals and objectives. Goals are typically broad, general statements of need, while objectives are specific, measurable, attainable, relevant and timebound ( S.M.A.R.T. ). It is also important to discuss whether the issue is currently being addressed, and how your solution or organization will be better than the status quo.  

Organizational information  

In your grant proposal, you should provide more information about your organization. This is where you can showcase your mission, organizational history, as well as the impacts of your other programs and/or services. In this section, you can highlight your nonprofit’s accomplishments, staff’s expertise, and track record of success in your community. When approaching writing this section of your proposal, aim to include details that help the funder see why your organization is best suited to solve the problem or need at hand, if awarded the grant.     If you are wondering how to get started, consider showcasing the information in your Candid nonprofit profile . 

Project budget  

Here you’ll get down to the dollars and cents required to address your need or problem. Your project budget will ideally mirror the associated direct and indirect costs of the items outlined in your project description, such as staffing, rent, supplies, promotion, and the like. In this section, you will also want to detail the revenue sources you are planning to use to fund the project. Another tip for success: Be sure to explain how you will continue to support and sustain the project—beyond the specific grant you are seeking.      For a more in-depth understanding of how to create a project budget, be sure to check out this free training on the topic. 

With this roadmap to guide your efforts, you’re ready to begin writing a successful grant proposal. If you’re interested in some additional tips and pointers, be sure to also consider the following best practices: 

• Start with an outline to help you better prepare, organize your thoughts, and guide your efforts. 
• Do your research to understand who you are approaching and what their priorities are by exploring the information on their website, the types of nonprofits and issue areas they fund using Foundation Directory , and the like. 
• Focus on the funder’s objectives and use your powers of persuasion to make them understand that your approach is in their best interest. 
• Always follow the funder’s guidelines and keep your language clear and concise. 
• Tap into the power of your colleagues’ feedback, and don’t forget to revise and edit your proposal before submitting it. 

To learn even more, visit learning.candid.org where you can find free resources and sample documents or join us for our three-week, in-depth Proposal Writing Bootcamp to help you craft a winning grant proposal. 

• Tips & Training
• Budgets and financials
• Fundraising, giving, and donations
• Nonprofit and charity work

About the author

Stephen lives to create order out of chaos by developing people-centered systems and training programs that maximize efficiency and impact. Coming from four-generations working in the social sector, Stephen experienced in university the positive power of business to shape people’s lives – empowering them to develop a growth mindset and providing them with the tools and social support to lift themselves out of poverty.

Stephen started his career at Enactus, a global network of students, academicians, and business executives committed to using business acumen for societal progress. In his roles as Regional Program Manager and Director of United States Programs, Stephen created direct training and train-the-trainer programs implemented across 500+ universities with over 18,000 students involved in over 3,000 social impact projects and entrepreneurial ventures.  Directing the development of the organization’s first online training center providing internal and external constituents with on-demand training modules and resources, Stephen delivered capacity building workshops for staff and external constituents across Africa, Asia, Europe, and Central America.

At Candid, Stephen ideates on ways to better serve the network of over 500+ partner organizations providing tools and resources to nonprofits through the creation of efficient internal systems and processes related to territory management. In addition, Stephen assists in an annual flagship research effort to create financial snapshots of the field and works with individual community foundations to benchmark their performance against peers and perform deep analyses of their own operating models.

Insatiably curious, Stephen spends his free time traveling, specifically to places in nature that inspire wonder or cultures vastly different from his own to expand his mind, listening to science and psychology podcasts, and gardening. He also writes and produces original music, merging his love of R&B/Gospel music with electronic music, fusing global sounds from his travel across six continents and 23 countries.

Stephen holds a B.B.A in Business Management with a minor in Theology and Leadership Studies from Evangel University.

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Online Tutors Group says:

This blog offers a clear and insightful guide on writing a grant proposal, breaking down each step with practical advice. The tips provided are incredibly valuable for crafting compelling and effective proposals. Excellent resource for anyone seeking grant funding!

Edwin Ogoma says:

I feel inspired

Joash ndege says:

Hi lam happy for the information

Kyoko Uchida says:

https://learning.candid.org/resources/sample-documents/

Allan mailon says:

Can i have a sample copy of the grant proposal. Am planning to open an initiative program which will support vulnerable children to access good education,healthy and better living.

Alexander W. Wesley says:

Thanks for your programs! I am a beneficiary of your training programs, I earned two certificates from your institution. I am excited about your programs! Every time I accessed your website there was something new to learn. This lesson has inspired me very well!

Kate, Digital Communications Manager, Candid says:

Hi Tumi, we tested the documents and all of them seem to be downloading correctly. Was there a specific document that you had trouble downloading?

Tumi Mabena says:

Thank you for such great content. I tried to download a number of sample proposals but they seem to be corrupted from your end. Please could you look into it. I'm in South Africa.

We have free examples of grant proposals in our Sample Documents page .

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Elevate your nonprofit grant writing success with expert tips 

Use Candid’s top nonprofit grant writing tips, expert articles, and free resources to write grant proposals that successfully showcase impact, appeal to funders, and make a compelling case for funding your cause.

By Lauren Brathwaite (she/her)

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• Nonprofit Toolkit
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Writing a Grant Proposal

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Writing a successful grant proposal is essential to securing funding for a nonprofit organization. A well-crafted grant proposal can help an organization stand out from the competition and demonstrate the value of its work to potential funders. A typical grant proposal should include several sections, including an introduction, need statement, goals and objectives, methodology and activities, evaluation plan, budget, sustainability plan, and organizational capacity. It’s essential to tailor the proposal to the specific requirements and priorities of the foundation being applied to and ensure that it is clear, concise, and well-organized. This guide will provide an overview of each section of a “typical” grant proposal and offer tips for crafting a compelling proposal that meets the needs of both the organization and the funder.

• Introduction : This section should briefly introduce the organization, its mission, and its history. It should also include a summary of the proposed project or program the funding will support.
• Need Statement : This section should provide an overview of the issue or problem that the proposed project or program will address. It should include statistics, data, and other evidence to demonstrate the need for the project or program.
• Goals and Objectives : This section should outline the specific goals and objectives of the proposed project or program. It should explain how the project or program will address the identified need and how it will benefit the target population.
• Methodology and Activities : This section should provide a detailed description of the activities and methodology that will be used to achieve the project or program goals and objectives. It should explain how the activities will be implemented, who will be involved, and the timeline for implementation.
• Evaluation Plan : This section should describe the methods used to evaluate the project or program’s success. It should include specific metrics and indicators that will be used to measure progress and outcomes.
• Budget : This section should provide a detailed budget for the project or program, including all costs associated with implementation, such as personnel, equipment, supplies, and overhead expenses. It should also include a description of how the funds will be used and any other funding sources that have been secured or are being sought.
• Sustainability Plan : This section should describe how the project or program will be sustained beyond the funding period. It should explain how the organization will continue to fund and support the project or program after the grant period has ended.
• Organizational Capacity : This section should provide an overview of the organization’s capacity to implement and manage the proposed project or program. It should describe the organization’s experience and qualifications in the relevant field and highlight any partnerships or collaborations supporting the project or program.
• Conclusion : This section should summarize the proposal’s key points and make a strong case for why the organization is the best candidate for the funding. It should also express gratitude for the foundation’s consideration and provide contact information for the organization’s representative.

Remember to tailor your proposal to the specific requirements and priorities of the foundation you are applying to, and ensure that your proposal is clear, concise, and well-organized. Good luck with your proposal!

ANNOTATED SAMPLE GRANT PROPOSALS

How to Use Annotated Sample Grants

Are these real grants written by real students.

Yes! While each proposal represents a successfully funded application, there are two things to keep in mind: 1) The proposals below are  final products;  no student started out with a polished proposal. The proposal writing process requires stages of editing while a student formulates their project and works on best representing that project in writing. 2) The samples reflect a wide range of project types, but  they are not exhaustive . URGs can be on any topic in any field, but all must make a successful argument for why their project should be done/can be done by the person proposing to do it.  See our proposal writing guides for more advice. The best way to utilize these proposals is to pay attention to the  proposal strengths  and  areas for improvement  on each cover page to guide your reading.

How do I decide which sample grants to read?

When students first look through the database, they are usually compelled to read an example from their major (Therefore, we often hear complaints that there is not a sample proposal for every major). However, this is not the best approach because there can be many different kinds of methodologies within a single subject area, and similar research methods can be used across fields.

• Read through the Methodology Definitions and Proposal Features  to identify which methodolog(ies) are most similar to your proposed project. 
• Use the Annotated Sample Grant Database ( scroll below the definitions and features) filters or search for this methodology to identify relevant proposals and begin reading!

It does not matter whether the samples you read are summer grants (SURGs) or academic year grants (AYURGs).  The main difference between the two grant types is that academic year proposals (AYURG) require a budget to explain how the $1,000 will be used towards research materials, while summer proposals (SURG) do not require a budget (the money is a living stipend that goes directly to the student awardee) and SURGs have a bigger project scope since they reflect a project that will take 8 weeks of full time research to complete.  The overall format and style is the same across both grant cycles, so they are relevant examples for you to review, regardless of which grant cycle you are planning to apply.  

How do I get my proposal to look like these sample grants?

Do not submit a first draft:  These sample proposals went through multiple rounds of revisions with feedback from both Office of Undergraduate Research advisors and the student’s faculty mentor. First, it helps to learn about grant structure and proposal writing techniques before you get started. Then, when you begin drafting, it’s normal to make lots of changes as the grant evolves. You will learn a lot about your project during the editing and revision process, and you typically end up with a better project by working through several drafts of a proposal.

Work with an advisor:  Students who work with an Office of Undergraduate Research Advisor have higher success rates than students who do not. We encourage students to meet with advisors well in advance of the deadline (and feel free to send us drafts of your proposal prior to our advising appointment, no matter how rough your draft is!), so we can help you polish and refine your proposal.

Review final proposal checklists prior to submission:  the expectation is a two-page, single-spaced research grant proposal (1″ margins, Times New Roman 12 or Arial 11), and proposals that do not meet these formatting expectations will not be considered by the review committee.  Your bibliography does not count towards this page limit.

Academic Year URG Submission Checklist

Summer URG Application Checklist

METHODOLOGY DEFINITIONS & PROPOSAL FEATURES

Research methodologies.

The proposed project involves collecting primary sources held in archives, a Special Collections library, or other repository. Archival sources might include manuscripts, documents, records, objects, sound and audiovisual materials, etc. If a student proposes a trip to collect such sources, the student should address a clear plan of what will be collected from which archives, and should address availability and access (ie these sources are not available online, and the student has permission to access the archive).

Computational/Mathematical Modeling

The proposed project involves developing models to numerically study the behavior of system(s), often through computer simulation. Students should specify what modeling tool they will be using (i.e., an off-the-shelf product, a lab-specific codebase), what experience they have with it, and what resources they have when they get stuck with the tool (especially if the advisor is not a modeler). Models often involve iterations of improvements, so much like a Design/Build project, the proposal should clearly define parameters for a “successful” model with indication of how the student will assess if the model meets these minimum qualifications.

Creative Output

The proposed project has a creative output such playwriting, play production, documentary, music composition, poetry, creative writing, or other art. Just like all other proposals, the project centers on an answerable question, and the student must show the question and method associated with the research and generation of that project. The artist also must justify their work and make an argument for why this art is needed and/or how it will add to important conversations .

Design/Build

The proposed project’s output centers around a final product or tool. The student clearly defines parameters for a “successful” project with indication of how they will assess if the product meets these minimum qualifications.

The project takes place in a lab or research group environment, though the methodology within the lab or research group vary widely by field. The project often fits within the larger goals/or project of the research group, but the proposal still has a clearly identified research question that the student is working independently to answer.

Literary/Composition Analysis

The project studies, evaluates, and interprets literature or composition. The methods are likely influenced by theory within the field of study. In the proposal, the student has clearly defined which pieces will be studied and will justify why these pieces were selected. Context will be given that provides a framework for how the pieces will be analyzed or interpreted.

Qualitative Data Analysis

The project proposes to analyze data from non-numeric information such as interview transcripts, notes, video and audio recordings, images, and text documents. The proposal clearly defines how the student will examine and interpret patterns and themes in the data and how this methodology will help to answer the defined research question.

Quantitative Data Analysis

The project proposes to analyze data from numeric sources. The proposal clearly defines variables to be compared and provides insight as to the kinds of statistical tests that will be used to evaluate the significance of the data.

The proposed project will collect data through survey(s). The proposal should clearly defined who will be asked to complete the survey, how these participants will be recruited, and/or proof of support from contacts. The proposal should include the survey(s) in an appendix. The proposal should articulate how the results from these survey(s) will be analyzed.

The proposed project will use theoretical frameworks within their proposed area of research to explain, predict, and/or challenge and extend existing knowledge. The conceptual framework serves as a lens through which the student will evaluate the research project and research question(s); it will likely contain a set of assumptions and concepts that form the basis of this lens.

Proposal Features

Group project.

A group project is proposed by two or more students; these proposals receive one additional page for each additional student beyond the two page maximum. Group projects must clearly articulate the unique role of each student researcher. While the uploaded grant proposal is the same, each student researcher must submit their own application into the system for the review.

International Travel

Projects may take place internationally. If the proposed country is not the student’s place of permanent residence, the student can additionally apply for funding to cover half the cost of an international plane ticket. Proposals with international travel should likely include travel itineraries and/or proof of support from in-country contacts in the appendix.

Non-English Language Proficiency

Projects may be conducted in a non-English language. If you have proficiency in the proposed language, you should include context (such as bilingual, heritage speaker, or by referencing coursework etc.) If you are not proficient and the project requires language proficiency, you should include a plan for translation or proof of contacts in the country who can support your research in English.

DATABASE OF ANNOTATED SAMPLE GRANTS

• IT/Operations
• Professional Services & Consulting
• IT and Software Solutions
• Facilities & Maintenance
• Infrastructure & Construction

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Step-By-Step Guide to Writing a Grant Proposal

Writing a grant proposal is incredibly time-consuming.

No joke. It's one of the most complicated documents you could write in your entire life.

There are different requirements, expectations, and formats—not to mention all the prep work you need to do, like market research and clarifying your project timeline.

Depending on the type of company or organization you represent and which grants you’re applying for, your grant could run anywhere from a dozen to a hundred pages. It’s a lot of work, and we’re here to help.

In this guide to grant proposals, we offer writing steps and examples, as well as resources and templates to help you start applying for funding right away.

Types of grant proposals

Grant proposals typically fall into one of these main categories:

Research grant proposals - Research grant proposals are usually sent by university professors or private research organizations in order to fund research into medical, technological, engineering, and other advancements.

Nonprofit grant proposals - Nonprofits send grant proposals to philanthropic organizations and government agencies to acquire funds for community development, health, education, and similar projects.

Technology grant proposals - Grant proposals can also be sent by technology companies (software, hardware, solar, recycling, environmental, manufacturing, health, and other types of tech companies). These proposals are often sent to large government organizations looking for solutions to current and future problems, as well as VC firms looking to invest in smart startups.

Small business grant proposals - Local governments often give grant awards to small businesses to help them kickstart, market, or expand.

Arts grants - Grants allow artists that would otherwise lack the financial resources to devote extended periods of time to their art. They might need to complete an installation that can be enjoyed by the community as part of the grant.

Grant RFP proposals - There can also be a request for proposals (RFP) for just about anything. From multinational organizations like the UN to family philanthropic grants, you can find RFPs for a variety of projects.

How to prep before you write

Before you can sit down to write your grant proposal, you’ll need to have a deep understanding of:

Existing scientific literature (for research grants) or relevant reports and statistics

Market and competitor landscape

Current available solutions and technologies (and why they’re not good enough)

Expected positive impact of your project

The methods and strategies you’ll employ to complete your project

Project phases and timelines

Project budget (broken down into expense categories)

With these things all buttoned down, you’ll have a much easier time writing the sections that cover those details, as well as the sections that highlight their meaning and importance (such as your statement of need and objectives).

Create a document where you can play around. Take notes, write down ideas, link out to your research, jot down different potential budgets, etc.

Then, when you’re ready to write, create a fresh document for your actual grant proposal and start pulling from your notes as needed.

How to write a grant proposal (ideal format)

Now, let’s get writing.

The ideal outline for a grant proposal is:

Cover Letter

Executive summary, table of contents, statement of need, project description, methods and strategies, execution plan and timeline, evaluation and expected impact, organization bio and qualifications.

If you’re not writing a super formal grant proposal, you might be able to cut or combine some of these sections. When in doubt, check with the funding agency to learn their expectations for your proposal. They might have an RFP or other guidelines that specify the exact outline they want you to follow.

Note: In business proposals, the cover letter and executive summary are the same, and those phrases are used interchangeably. But for grant proposals, the cover letter is a short and simple letter, while the executive summary offers a description of key aspects of the proposal.

In your cover letter, you'll write a formal introduction that explains why you are sending the proposal and briefly introduces the project.

What to include :

The title of the RFP you are responding to (if any)

The name of your proposed project (if any)

Your business or nonprofit organization name

A description of your business or organization, 1-2 sentences

Why you are submitting the proposal, in 1-2 sentences

What you plan to do with the funds, in 2-4 sentences

Dear [Name], The Rockville Community Garden is responding to the city of Rockville’s request for proposals for nonprofit community improvement projects. The Rockville Community Garden is a space for relaxation, healthy eating, exercise, and coming together. We are submitting a proposal to request funding for Summer at the Garden. Every summer, parents are tasked with finding childcare for their children, and we have received countless requests to host a summer camp. We're requesting funding to cover tuition for 100 low-income children ages 5 to 12. The funds will make our summer camp accessible to those who need it most. Thank you for your consideration, [Signature] [Title]

The executive summary of a grant proposal goes into far more detail than the cover letter. Here, you’ll give

Statement of Need overview, in 2 - 5 sentences

Company Bio and Qualifications, in 2 - 5 sentences

Objectives, in 2 - 5 sentences

Evaluation and Expected Impact, in 2 - 5 sentences

Roman architecture stands the test of time until it doesn’t. Roman building techniques can last thousands of years but will crumble to dust instantaneously when earthquakes strike. Meanwhile, our own building techniques of reinforced concrete and steel last only a couple of centuries. Ancient Architecture Research firm is dedicated to modernizing roman building techniques to create new structures that are earthquake safe and sustainable. Our principle investigators hold PhDs from renowned architecture universities and have published in numerous journals. Our objectives for the research grant are to create a prototype structure using Roman building techniques and test it on a shake table to simulate an earthquake. The prototype will pave the way for our application for an amendment to the California building code to permit unreinforced masonry construction. With the success of the prototype, we will prove the safety and viability of this technique. This project will have an enormous potential impact on several crises plaguing the state of California now and in the future: disaster relief, affordable housing, homelessness, and climate migration. Unreinforced masonry construction can be taught and learned by amateur builders, allowing volunteers to quickly deploy temporary or permanent structures.

Next up, you need your Table of Contents! Make sure it matches the names of each of your following sections exactly. After you’ve written, edited, and finalized your grant proposal, you should then enter accurate page numbers to your TOC.

Next up is the statement of need. This is where you sell why you’re submitting your grant request and why it matters.

A description of who will benefit from your proposal

Market and competitive analysis

Statistics that paint a picture of the problem you’re solving

Scientific research into how the problem is expected to worsen in the future

Reasons why your small business deserves funding (founder story, BIPOC founder, female founder, etc.)

While women hold 30% of entry-level jobs in tech, they only make up 10% of C-suite positions. The Female Leadership Initiative seeks to develop women tech leaders for the benefit of all genders. Female leaders have been proven to positively impact work-life balance, fairer pay, creativity, innovation, teamwork, and mentorship.

In this section, you’ll describe the basics of your research project, art project, or small business plan. This section can be kept fairly short (1 - 3 paragraphs), because you’ll be clarifying the details in the next 5 paragraphs.

The name of your project (if any)

Who will benefit from your project

How your project will get done

Where your project will take place

Who will do the project

The Fair Labor Project will seek to engage farm workers in the fields to identify poor working conditions and give back to those who ensure food security in our communities. Trained Spanish-speaking volunteers will visit local farms and speak with workers about their pay and work conditions, helping to uncover any instances of abuse or unfair pay. Volunteers will also pass out new work gloves and canned food. Volunteers will also place orders for work boots and ensure that boots are later delivered to workers that need them.

You should also write out clear goals and objectives for your grant proposal. No matter the type of agency, funding sources always want to see that there is a purpose behind your work.

Measurable objectives tied directly to your proposed project

Why these objectives matter

We seek to boost volunteer turnout for our voter registration efforts by 400%, allowing us to reach an additional 25,000 potential voters and five additional neighborhoods.

Now it’s time to clarify how you’ll implement your project. For science and technology grants, this section is especially important. You might do a full literature review of current methods and which you plan to use, change, and adapt. Artists might instead describe their materials or process, while small business grant writers can likely skip this section.

The names of the methods and strategies you will use

Accurate attribution for these methods and strategies

A literature review featuring the effectiveness of these methods and strategies

Why you are choosing these methods and strategies over others

What other methods and strategies were explored and why they were ultimately not chosen

“We plan to develop our mobile app using React Native. This framework is widely regarded as the future of mobile development because of the shared codebase that allows developers to focus on features rather than create everything from scratch. With a high workload capacity, react native also provides user scalability, which is essential for our plan to offer the app for free to residents and visitors of Sunny County.”

You’ll also need to cover how you plan to implement your proposal. Check the RFP or type or grant application guidelines for any special requirements.

Project phases

The reasoning behind these phases

Project deliverables

Collaborators

In our experience and based on the literature,11,31-33 program sustainability can be improved through training and technical assistance. Therefore, systematic methods are needed to empirically develop and test sustainability training to improve institutionalization of evidence-based programs. This will be accomplished in three phases. In Phase 1, (yr. 1, months 1-6) we will refine and finalize our Program Sustainability Action Planning Model and Training Curricula. As part of this refinement, we will incorporate experiential learning methods3-6 and define learning objectives. The Program Sustainability Action Planning Training will include action planning workshops, development of action plans with measurable objectives to foster institutional changes, and technical assistance. We will also deliver our workshops in Phase 1 (yrs. 1 and 2, months 6-15) to 12 state TC programs. Phase 2 (yrs. 1, 2, and 3) uses a quasi-experimental effectiveness trial to assess the Program Sustainability Action Planning Training in 24 states (12 intervention, 12 comparison). Evaluation of our training program is based on the theory of change that allows for study on how a change (intervention) has influenced the design, implementation, and institutionalization of a program.7,8,11,28 We will collect data on programmatic and organizational factors that have been established as predictors of sustainability9,11 using state level programmatic record abstraction and the Program Sustainability Assessment Tool (PSAT)43 to assess level of institutionalization across intervention and comparison states at three time points. Data will be used to establish the efficacy of the Program Sustainability Action Planning Model and Training Curricula. In Phase 3 (yr. 4, months 36-48), we will adapt our training based on results and disseminate Program Sustainability Action Planning Model and Training materials. - From Establishing The Program Sustainability Action Planning Training Model

A budget table with various expense categories

An explanation of what each category entails

Expenses broken down by month or year (if this fits your proposal)

Here’s an example budget table with expense categories:

You can then include a brief description of each category and the expenses you expect within them.

A great grant proposal should clarify how you will measure positive outcomes and impact.

Details on the expected impact of your project

Who will benefit from your project and how

Your plan for evaluating project success

How you will measure project success

We will measure the success of the project by monitoring the school district’s math scores. We are expecting an 8% increase in state testing scores from the fall to the spring across grades 1 through 3.

And lastly, finish up your grant proposal with a bio of your organization, your company, or yourself.

Company name

The names of people on your team

Professional bios for everyone on your team

Your educational background

Any relevant awards, qualifications, or certifications

Jane Doe received her masters in fine arts specializing in ceramics from Alfred University. She has received the Kala Fellowship and the Eliza Moore Fellowship for Artistic Excellence.

Successful grant proposal examples

Want to write winning grant applications?

We’ve rounded up examples of successful, awarded grants to help you learn from the best.

Check out these real examples across science, art, humanities, agriculture, and more:

Funded arts and research grants from the University of Northern Colorado

Samples of awarded proposals from the Women’s Impact Network

National Cancer Institute examples of funded grants

Institute of Museum and Library Services sample applications

Specialty Crop Block Grant Program awarded grants examples

Grant application and funding resources

To help you get started writing and sending grant proposals, we’ve found some great application resources.

Research grants:

United States Environmental Protection Agency (EPA) grants

William T. Grant Foundation grants on reducing inequality

Russel Sage Foundation research grants

Nonprofit grants:

Walmart’s Local Community Grants

Bank of America’s Grant Funding for Nonprofits

Canada GrantWatch’s database of nonprofit grants

Technology grants:

Google Impact Challenges

UN Sustainable Development Goals Fund

US Department of Energy Funding

Small business grants:

US Chamber of Commerce Small Business grants

Canada Small Business Benefits Finder

US Small Business Administration (SBA) grants

Arts grants :

National Endowment for the Arts grants

Art Prof Artist Grants

Canada Council for the Arts grants

Get started with our proposal writing templates

The best way to start any proposal is with a template. A template informs your writing, while drastically speeding up the time it takes to design an attractive proposal.

All of our 75+ proposal templates can easily be adapted for any purpose, including grants or requests for funding. Try our project proposal template and make it your own by adding your executive summary, statement of need, project description, execution plan, budget, and company bio.

Start a free trial to check out all of our proposal software features , including reusable content snippets, e-signatures, viewing and signing analytics, and more.

Dayana Mayfield is a B2B SaaS copywriter who believes in the power of content marketing and a good smoothie. She lives in Northern California. Connect with her on LinkedIn here: linkedin.com/in/dayanamayfield/

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Writing a Winning Grant Proposal: A Detailed Step-by-Step Handbook

A grant proposal in simple understanding is a formal request for funding that organizations submit to grant-making bodies. Typically, it outlines a project idea, justifies the need for grant money, and presents evidence to support the project’s necessity and significance.

Within grant proposals, organizations typically state their mission, detail how they intend to utilize the grant funds, establish program goals and objectives, provide a project timeline, and predict the expected outcome. Yet, a grant proposal must also be persuasive to sway potential funders of the project’s value and impact.

This guide delves into crafting exceptional grant proposals efficiently and effectively, offering a roadmap for success in securing vital funding for impactful projects.

Key takeaways for successful grant applications:

• Understand the grant requirements thoroughly: Dive into the funding organization’s objectives and grasp the application deadlines. A deep understanding of the grant requirements is key to crafting a compelling proposal.
• Craft a captivating narrative: A winning grant proposal weaves a story that captures the funder’s attention and highlights the significance of your project. Convey the project’s importance through a well-thought-out narrative.
• Highlight the potential impact: Funders seek projects that create meaningful change. Showcase how your project will positively affect the target audience or community. Provide concrete examples to illustrate the potential impact convincingly.
• Detailed budget breakdown: A comprehensive budget plan is crucial – account for all project-related expenses to showcase financial transparency and accountability.
• Incorporate supporting documents: Some grants may require additional materials like support letters, personnel resumes, or other relevant documentation. Include these to strengthen your proposal.
• Follow through: Post-submission, engage with the funding organization. Taking this proactive approach shows how dedicated you are to the project and allows you to address any queries the funder may have. Stay engaged to enhance your chances of securing the grant.

What are the benefits of pursuing grant funding?

When grant writing is done successfully, it opens doors to crucial funding sources that will help make your project a success. Plus, writing grants can be a great chance to connect with grant-making organizations – you might even form valuable partnerships. And let’s remember that grant writing is a fantastic way to show how dedicated your organization is to its mission and goals. Grant writers need to be able to explain why their vision matters, after all. At first glance, grant proposals may only benefit the organization or individual who needs the money, but that’s not necessarily true. For a grant-making organization, supporting a project, initiative, or organization means backing positive change that really makes a difference in the things they’re passionate about.

Engaging in the grant writing process also allows for a better understanding of the intricacies of project planning and execution. It offers a chance to refine project goals, develop detailed budgets, and create comprehensive timelines. Furthermore, it provides an avenue to enhance communication skills through effectively conveying the project’s objectives and anticipated outcomes to potential funders.

Additionally, grant writing fosters a culture of innovation and creativity within organizations. It encourages brainstorming new ideas, exploring unconventional approaches, and seeking out novel solutions to complex challenges. This creative aspect of grant writing enhances the quality of proposals and cultivates a spirit of continuous improvement and adaptability within the organization.

In essence, grant writing goes beyond securing financial support; it is a multifaceted process that nurtures professional growth, organizational development, and community impact. It serves as a bridge connecting visionaries with resources, driving positive change and sustainable progress in various sectors.

Below are essential insights to enhance your grant proposal success:

• The U.S. Government provides numerous grants for nonprofit organizations, supporting federal projects nationwide with varying funding levels. Grant seekers can visit grants.gov for information on current funding opportunities and application processes.
• Private foundations are another source of grant funds. Because they have a specific focus area or target audience, it’s crucial to research potential funders before applying. Websites like Foundation Center or GuideStar provide valuable resources for identifying relevant private foundations.
• Networking and partnerships are vital in the grant-writing world. Attend grant workshops, conferences, and events to connect with funders and collaborate with other organizations. Building relationships can lead to future funding opportunities.
• Major Fortune 500 corporations offer grant matching programs, doubling employee donations to nonprofits. Research companies in your area and reach out to their Corporate Social Responsibility (CSR) departments.
• By submitting a minimum of three grant applications, your likelihood of securing at least one grant increases to about 90%. Grant writing is a competitive process, and persistence is key to success.
• Before you start your grant proposal, remember to review and proofread thoroughly. A well-written and error-free proposal can make all the difference in securing vital funding for impactful projects. Keep these key insights in mind, and you’ll be well on your way to crafting exceptional grant proposals that drive positive change and make a lasting impact.
• Pursuing grants involves both time and financial costs. It requires identifying a grant aligned with your goals, crafting a compelling proposal, and engaging in selection.
• Your grant proposal’s success isn’t guaranteed. Many organizations depend on diverse funding sources, and grant options should complement this strategy. Keep in mind that grants are often competitive, with limited funding available. Evaluate the potential award in relation to the time and effort required before deciding to pursue the opportunity.
• Ensure you understand your project comprehensively, encompassing the desired outcomes, estimated timelines, and potential funding sources before embarking on the writing process. Grant-making bodies and committees will assess your proposal, potentially opting to allocate funds to your rivals or abstain from awarding any funding altogether if clarity and credibility are lacking.
• Establish the necessary accounts and complete verification procedures before grant submission. For instance, organizations pursuing federal funding must enroll in the federal grant program to be eligible for grants.
• Submitting a grant inquiry letter before drafting a full grant proposal can often be a strategic approach. Once the grant-making organization approves your inquiry, you can craft a comprehensive response to their request for a formal grant proposal.
• Save time by utilizing document management software to support you in this challenging task. In addition to managing grant proposals, such software is equipped to handle your quotes, agreements, contracts, and proposals. Now that we’ve covered these essentials let’s delve into the framework of a standard grant proposal you should follow.

Step 1. Compose a compelling cover letter:

Your cover letter presents a prime chance to grab the funder’s attention and make a strong first impression. Unlike the rest of your grant application, feel free to make your letter less formal and talk directly to the reader. The specific aim of your cover letter is to really draw the reader in and get them interested in your proposal.

Given that they likely receive numerous grant applications, your letter should strive to set you apart from the competition as much as possible.

Here are some pointers on what to do and what to avoid when crafting your cover letter:

• Clearly point out the purpose of your application and why you are seeking funding.
• Highlight key points from your proposal, such as the project’s objectives, anticipated outcomes, and potential impact.
• Use a personalized approach, addressing the specific funder by name if possible.
• Provide contact information for follow-up questions or additional materials if needed.
• Overly formal or stiff language. Be professional, and let your passion and enthusiasm for the project shine through.
• Using a generic template for all cover letters. Tailor each one to the specific funder and opportunity.
• Including irrelevant information that does not directly support your proposal.
• Making any errors in spelling or grammar. This can undermine the overall impression of your application. 

Step 2. Craft an Executive Summary:

The executive summary is like a quick peek into your proposal, summarizing the key points in a concise and engaging way. This section is often the first thing that funders read, so making a strong impression is essential.

An executive summary, or as some call it, a proposal summary, gives a quick rundown of the whole proposal. It presents your business, market segment, proposal, and project goals, encapsulating your grant request.

The content must be detailed and specific, reaching the main idea promptly with a pragmatic and factual approach.

Below are key questions that a skilled and professional grant writer will address in their executive summary:

• What is your organization’s mission and historical background? Could you elaborate on your core activities?
• Could you share the name of your project and its target beneficiaries?
• What specific challenge are you addressing, and why is it significant?
• What ultimate objective are you aiming for, and how do you plan to assess your progress?
• Why should your initiative receive funding? What are your key strengths and expertise?
• How much funding is required for your project, and what are your strategies for future financial sustainability? Are there alternative funding options available to you?

Here are some tips for writing an effective executive summary:

• Keep it brief, typically one page at maximum.
• Use proper and concise language, avoiding jargon and technical terms that the funder may need help understanding.
• Emphasize the unique aspects of your proposal and why it stands out from others.
• Summarize the most important details, such as the project’s purpose, expected outcomes, budget, and timeline. 
• Ensure that you capture the readers’ attention and compel them to continue reading your proposal. 
• Proofread the document carefully to avoid any errors or typos that could detract from the professionalism of your summary. 

These steps and tips will help you craft a strong grant proposal that effectively communicates your project and increases your chances of securing funding.

Step 3: Present Your Organization

Having laid the groundwork for your proposal, it’s time to delve into your business or organization. Provide comprehensive details on your infrastructure, history, mission, and experience.

This section should feature biographies of key staff, your company’s track record, success stories, goals, philosophy, and expertise. Be sure to showcase client recommendations, letters of appreciation, and customer feedback – these elements are crucial in a grant proposal.

Ensure that you include all relevant industry certifications, such as ISO or Quality Certifications, licenses, and comprehensive business and indemnity insurance details. By showcasing your company or organization’s robust capacity to effectively fulfill all commitments and meet legal, safety, and quality requirements, you establish a foundation of trust. Moreover, offering solvency statements to validate your capability to meet financial obligations to staff and contractors enhances credibility and ensures transparency in your operations.

Step 4. Compose a clear and concise problem statement.

The cornerstone of a successful grant proposal lies in its problem statement. Often referred to as the “needs statement” or “statement of need,” this vital section clearly outlines the challenges that your community is currently facing. It is crucial to delve into thorough research, understand the specific context of the issue, and examine past unsuccessful attempts at resolving it. By doing so, you can effectively demonstrate the necessity of your proposed solution.

Moreover, it is essential to justify how your approach differentiates itself and how it can bring about tangible and positive change. A compelling grant proposal must showcase the incorporation of quantitative data to provide a clear and convincing illustration of how your organization is uniquely positioned to meet a specific need in the community.

Step 5. Share your goals and objectives.

An essential aspect of the grant proposal process involves clearly articulating your goals and objectives. Unfortunately, many proposals falter due to overlooking or mishandling this crucial step, rendering their hard work futile. Be sure to elaborate on the desired outcomes and the metrics for success. This section is pivotal in outlining the advantages that the grantee or the community, government, or client will gain from their investment.

It is crucial to distinguish between goals and objectives in a grant proposal. Goals are overarching statements that define the project’s overall purpose, setting the direction for the desired impact. On the other hand, objectives are specific, measurable intentions that outline the actions to be taken, the expected outcomes, and the timeframe for achieving them. By clearly defining both goals and objectives, you provide a comprehensive roadmap for achieving success and demonstrating the proposed project’s impact. Furthermore, aligning your goals and objectives with the funder’s priorities is essential, showing them how their investment will contribute to their mission and vision.

Step 6. Explain your approach and methodology.

Now that you have outlined the problem and stated your goals, it’s time to delve into how you plan to achieve them. This section is all about explaining your approach and methodology in detail. It should include a breakdown of the steps involved in implementing your proposed solution and the resources needed for each stage.

Be sure to highlight your approach’s unique or innovative aspects and explain how they will contribute to achieving the desired outcomes. Additionally, provide evidence or research that supports the effectiveness of your chosen methodology.

In this section, you can also discuss any partnerships or collaborations involved in implementing your project. These partnerships can add credibility to your proposal and demonstrate a strong support network for your project.

Step 7. Evaluation Segment: Monitoring Progress

This section delves into the critical aspect of process evaluation, which involves monitoring the progress of your program. It encompasses various key elements, including setting the evaluation timeframe, identifying the individuals responsible for the evaluation, determining the necessary skills or tools required, and estimating the costs associated with this phase of the project.

This evaluation step plays a pivotal role in grant proposal composition, as evaluation holds a high priority for all funding bodies. Whether it is governmental agencies or private foundations, they are keen on assessing the impact of the programs they choose to support.

Evaluation processes can sometimes be resource-intensive, necessitating a clear definition of entry and exit criteria to focus on activities within the project’s scope. Outlining any evaluation tasks that fall outside the project scope is crucial to prevent exceeding the allocated budget.

Adherence to robust project management practices and methodologies is essential for maintaining a sharp focus on evaluation tasks and achieving desired outcomes. By including this segment in your grant proposal, you demonstrate a commitment to accountability and continuous improvement, increasing the likelihood of securing funding.

Step 8: Diversified Funding Sources and Long-Term Sustainability

In this section, it is vital to showcase a comprehensive plan for securing diversified funding sources and ensuring the long-term sustainability of your proposed project. Strategies such as seeking multiple grants from different funders, creating partnerships with other organizations or businesses, and implementing sustainable revenue-generating activities can be included.

Your founders are discerning regarding investments, prioritizing long-term viability over short-term gains. They seek out projects with the potential for sustained growth and scalability, aiming to back ventures that promise lasting success. Therefore, it becomes imperative for you to showcase not only your capability to deliver on this promise but also your strategic foresight in ensuring sustained success.

This section of your funding proposal delves into the broader requirements beyond the immediate project scope. It encompasses considerations like the overall cost of ownership, the need for continuous maintenance, the day-to-day operational aspects, and the essential operational support. In addition, providing a detailed projection of ongoing expenses for at least five years is crucial to demonstrate your financial planning acumen.

A thorough cost model must account for various factors, including potential inflation rates, the necessity for specialized skills, the ongoing need for training, the anticipated growth trajectory, and the financial implications of decommissioning the project or product upon completion. By presenting a comprehensive financial strategy with detailed insights into these elements, you can bolster your case for long-term support and investment from your founders.

Step 9: Creating a Project Budget:

Budgeting plays a crucial role in every grant proposal. This is your chance to outline how to use your resources effectively. Justify all expenses meticulously, utilizing a service catalog or product table to present the services provided.

Remember, the project budget section is the core of your grant proposal. Overpricing or proposing a high budget could lead to losing the grant, which may be perceived as profiteering. Conversely, underestimating costs might secure the project but result in challenges in fulfilling your commitments, potentially harming your relationship with the grantor.

Some grantors deliberately underestimate costs to attract attention and later request additional funding. However, this approach carries risks and could impact your personal or company reputation within the community or industry.

To avoid such situations, conducting thorough research on market rates for the needed services is essential. Consider sourcing multiple quotes from different providers and make a case for your budget based on competitive pricing models.

Additionally, break down your budget into manageable categories and provide justifications for each expense. This will help funders understand the rationale behind your proposed budget and provide them with the necessary information to make an informed decision.

Step 10: Finalizing the Proposal

The final step in creating a successful grant proposal is reviewing and refining all aspects of it. This includes thoroughly proofreading for errors or inconsistencies, ensuring all required components are included, and obtaining feedback from colleagues or mentors.

It is also crucial to double-check that your proposal adheres to the specific guidelines and criteria the funding body sets. Follow these guidelines to avoid automatic disqualification.

Once you have completed all necessary revisions and refinements, submit your proposal before the deadline. Submissions must be considered on time, or your efforts will be well-spent.

In conclusion, it’s clear that writing successful grant proposals that achieves its purpose requires careful planning, research, and attention to detail. By following these ten steps and crafting a compelling narrative that showcases the value of your project and its potential impact, you can increase your chances of securing funding and making a meaningful difference in your community or industry.

Whether you’re a startup organization or a leading corporation,  CommunityForce  provides fully customizable, all-in-one online grant management solutions to maximize your efficiency, simplify complex processes, and improve collaboration so you can focus on increasing your impact. We’ve helped organizations streamline their entire process no matter the size and scope of their giving.

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Blog Business How to Write a Grant Proposal [Templates Included]

How to Write a Grant Proposal [Templates Included]

Written by: Tobi Ojenike Feb 28, 2024

If you work for a nonprofit organization or are a researcher, you’ll know that a grant proposal is a document submitted to a funding agency.

Grant proposals are also known as a request for application, notice of funding opportunity, or request for quotes and qualifications.

Grant proposals are your chance to convince grantmaking bodies (agencies that distribute funds) to hand over money. Generally, grant proposals include information such as an organization’s mission and budgetary needs.

In this post, I’ll show you how to write a successful grant proposal (tips and templates included!) and then teach you how to make a grant proposal using a Proposal Maker and grant proposal templates .

Click to jump ahead:

• Factors to consider before writing a grant proposal

How to write a grant proposal

Sample grant proposal templates.

• How to create a grant proposal with Venngage

Here are some things to consider before writing a grant proposal

• Audience:  Consider your target audience and tailor your copy to their interests and needs.
• Funding:  Choose your funder carefully. Always have an alternative list of potential funders and know the long-term sustainability of your project.
• Understand the grant requirements: Every grantmaking body sets its own rules regarding goals, application deadlines, and guidelines, so make sure you understand them and can differentiate between them.
• Have a plan :  Create a specific, actionable plan for what you want to do and why. Make sure you know how your plan will achieve positive results.
• Write a draft : Research and write down each request in an outline. Plan how you’ll add visuals to give your grant proposal an extra edge.
• Be clear and concise:  Avoid writing in the past tense and use action verbs. Again, visuals can sometimes be a better option over words.
• Include supporting materials : Provide a budget of how you’ll use the funds and include evidence to substantiate any claims you make.

Other helpful tips to consider

Here are some extra tips to help you write a grant proposal that stands out.

• Start early
• Apply early and often
• Get feedback and revise your proposal accordingly
• Be brief, concise and clear
• Be organized and logical
• Be explicit and specific
• Be realistic in designing the project
• Follow up after the proposal

Grant writing can be tricky, but it doesn’t have to be if you understand the basics.

In this section, I’ll give you tips on how to write grant proposals that’ll impress prospective funders (grant writers take note!).

Include a cover letter

The cover letter is not technically part of a grant proposal but they’re core to a successful grant application because it helps funders understand who you are.

Busy decisionmakers want to know who they’ll be funding and look for clues in your cover letter after reading through your proposal.

In your cover letter, don’t be afraid to bring out your personality, but also make sure you cover the basics like how your project fits with the funder’s objective.

Include an executive summary

The executive summary is probably the first (and maybe only) part of a grant proposal read by a funding organization.

It needs to be concise and summarize key points such as goal, strategy, people involved, expected results, and budgetary needs.

Here’s an example executive summary for some inspiration.

Provide organizational information

Providing organizational information in a grant proposal helps build credibility and establishes trust.

More importantly, this section allows funders to assess the alignment between their funding priorities and your organization’s goals and activities.

Therefore, make sure to answer questions like: What is your mission? Do you have an organizational history? What will be the impact of this project? What other programs or services do you render? 

Here’s an example of background organizational information you can make your own.

State your objective(s)

Early in your grant proposal, you should state the objectives of your project, the target audience, and expected results.

This underscores the feasibility of your project within a grant timeframe and can influence funders’ decision on a project’s worthiness (i.e.; the difference between a yes and no).

Here’s a great example of a grant proposal that nails this section.

Describe the statement of needs

The statement of needs section is used to build strong case for your project.

In this section, use data, facts and figures to back statements. This will be more meaningful than just words alone.

But make sure your data is accurate. There’s nothing worse than misleading information which can lead to rejections and damage your reputation.

Here’s a grant proposal template that has a customizable statement of needs.

Explain your methods and strategies

You’ve identified a problem and solution, but how are you going to achieve what you plan to do?

That’s what the methods and strategies section is for. Here, potential funders want to see how you’ll use their funds to determine if the project is viable.

For example, maybe your objective is to enhance community health through a mobile clinic initiative.

Detail each step of this process from procurement of medical equipment and vehicles, recruitment and training process for healthcare professionals, and logistics for deploying mobile clinics.

Here’s an example of a grant proposal that first lists goals and objectives and immediately provides an overview of the path to success.

Include an evaluation plan

When funders hand out money, they have certain conditions, like making sure you are held accountable of project progress. Often, you’ll only get more money to continue as you complete milestones.

The evaluation plan section is where you show funders how you’ll spend money as described in your grant proposal to ease their fears and doubts.

This section also shows funders that you have a realistic timeline for the project and that you’re not using the funds for any other purposes.

Include a project budget

Perhaps the most part of your grant proposal is the project budget. This is where you reveal exactly how you’ll be using funds.

Be transparent and provide a full overview of expenses and detail where and how it’ll be spent.

A great way to do this is to use an itemized table or financial plan.

When presenting an overall sum, make sure you don’t overstate or understate your needs. You don’t want funders to doubt your true intent or doubt project viability.

Here’s a grant proposal with a budget section you can use.

Include a financial sustainability plan

Most grant writers overlook including a long-term financial sustainability plan.

Most funders view grants as a long-term investment and want to back projects that can be sustainable even after the money stops rolling in.

Demonstrating a clear understanding of these factors shows funders that you have thoroughly considered the project’s financial trajectory and are prepared to manage it responsibly.

What should you include here? Total cost of future ownership, maintenance costs, inflation, ongoing, and future growth potential are a few ideas.

Sign off with your team information

Treat grant proposals as official documentation.

At the end of your grant proposal, include your (or your company’s) contact details. This makes it easier for the funders to reach out to you and do their research on you and your team.

Here’s an example of a grant proposal with a great ‘about us’ section.

Now that you understand the basics of a grant proposal, it’s time to get to work and create your own.

But you don’t need to start from scratch. Instead, edit these grant proposal templates and convert them into your own winning proposal

(Hint: visit the links to see the entire template).

How to create grant proposals with Venngage

If you want to create grant proposals that grab attention, look no further than Venngage.

With Venngage, you can you communicate boring technical info with engaging visuals and customize our professionally-designed grant proposal templates.

You don’t need to be a designer to use Venngage. If you know how to work Microsoft Word or Google Slides or similar tools, you can use Venngage.

Step 1 – Sign up for a Venngage account (it’s free!)

Sign up for a Venngage account for free using your email, Gmail or Facebook.

Step 2 – Go to the “Templates” page and select “Proposals”

Venngage already has grant proposal templates you can edit to suit your idea and vision.

To find them, go to our templates page and choose the “Proposals” category. After selecting it, this screen should load.  

Note :  Some of our grant proposal templates are free to use and some require a small monthly fee. Sign-up is always free, as is access to Venngage’s online drag-and-drop editor.

Step 3 – Select the “grant proposal” subcategory

Look for the grant proposals subcategory in the proposals template page and select it.

Step 4 – Customize your grant proposal

Browse our selection of grant proposal templates. Once you find one you like, click on it to launch the editor tool.

Here, you’ll be able to add your own text, change the design, and customize the template as you like.

Some of your customization options include:

• Add engaging visuals and symbols 
• Change color scheme
• Change the fonts and text to match your brand or style
• Move elements around with a drag and drop interface

For example, let’s pretend I chose this grant proposal template to customize.

Let’s edit this together.

For example, I want to replace the logo to reflect my company. Well, just select it and click the “ Replace ” feature on the top left. 

Once you click “ Replace “, a tab will open where you can select visuals from our library of icons. You can also upload an image (your logo).

By the way, our in-editor library has thousands of free, professional icons, plus diverse icons.

Now, let’s say I want to change the background color of some of my template.

That’s easy as well! Just select the text or background and select the “Replace” feature again. This time, you’ll be prompted with another pop-up where you can select a different color.

If you sign up for a Business Plan, you’ll also get access to My Brand Kit . With this, you can apply your brand colors to any design with one click. 

Step 5 – Save, share, or download your grant proposal

When your grant proposal is complete, you can save it as a PDF or PNG file if you’re on a Business Plan.

However, all users will always have access to shareable link that they can send potential funders.

Final thoughts: Create grant proposals with Venngage and secure funding today

A well-structured grant proposal with appealing visuals can make a lasting impression on funders and tip the balance in your favor.

Don’t waste your time with tools like Word, Google Docs where you’ll get limited design flexibility and visuals that don’t engage.

Instead, head over to Venngage’s grant proposal templates to give yourself a winning edge.

Frequently asked questions

How long is a grant proposal? 

The length of a grant proposal depends on the funder but a typical grant proposal is usually between 5-20 pages. The funding body might request additional documents as well, so it’s important to know funding guidelines.

What is the writing style for a grant proposal?

The writing style for a grant proposal is formal. You want to be concise and objective, so focus on clarity, impact and your alignment with the priorities of the funder.

What is the lifecycle of a grant proposal?

The grant proposal lifecycle begins with research, planning and development, followed by drafting, revising and editing the narrative and budget. Applications are then submitted before funders review and make decisions. If successful, negotiations may occur to finalize details, after which the funded project is implemented according to the approved plan. Finally, progress and final reports are submitted to the funder. This cyclical process ensures accountability and project success.

What is the difference between a proposal and grant proposal?

Proposal is a broader term encompassing various applications for funding, resources, or partnerships whereas a grant proposal specifically refers to an application for grant funding from a foundation, government agency, or other organization.

What is the difference between a grant proposal and a grant letter?

A grant proposal is a detailed document that includes the project description, methodology, financial plan, and financing rationale. A grant letter, on the other hand, can be a more straightforward request or statement of interest.

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Home » How To Write A Grant Proposal – Step-by-Step Guide

How To Write A Grant Proposal – Step-by-Step Guide

Table of Contents

A grant proposal is a detailed request for funding from a specific source, such as a private foundation, a government agency, or another funding source. Grant proposals are used by non-profit organizations, researchers, and others who need funding to support their work.

How To Write A Grant Proposal

Here’s a step-by-step guide on how to write a grant proposal:

Understand the Grant Guidelines

Carefully read and understand the requirements of the grant for which you’re applying. This includes any rules about format, length, what needs to be included, deadlines for application, and any other stipulations. Each grant can have its unique requirements, so it’s important to familiarize yourself with the guidelines specific to the one you are applying for.

Executive Summary

Start your grant proposal with a brief executive summary. This should include the name of your organization, the problem your project is addressing, the solution you propose, and the amount of funding you are seeking.

Problem Statement

Here you’ll need to describe the problem that your project or organization aims to solve. This should be specific, evidence-based, and convincing. Provide statistics, data, and other objective information to support your claims.

Goals and Objectives

Clearly state what you hope to achieve with the project. The goals are broad statements of what the project aims to accomplish, while objectives are the specific, measurable actions that will help you reach your goals.

Methods or Approach

This section outlines how you will achieve your objectives. Provide details about your strategies, activities, procedures, and any partners you’ll work with. You should also include a timeline for your activities.

This is a detailed financial plan that includes all the costs associated with the project. It should be itemized and include both direct (personnel, equipment, supplies) and indirect costs (administrative overhead). Be transparent and provide a justification for each cost.

Explain how you will measure the success of your project. This could involve setting specific performance metrics, conducting surveys, or using other evaluation tools. Funders want to see that their investment will have a tangible impact, and this section demonstrates your commitment to accountability.

Sustainability

Demonstrate that your project will continue to have an impact even after the grant period is over. This might involve plans for raising additional funding, maintaining resources or infrastructure, or integrating the project’s outcomes into ongoing programs.

Organization Information

Provide information about your organization, including its mission, structure, past achievements, and staff qualifications. This helps the funder understand your capacity to successfully carry out the project.

Depending on the guidelines of the grant, you might need to include additional documents, like letters of support, tax exemption letters, resumes of key staff, or more detailed project plans.

Grant Proposal Template

Cover Letter:

   Dear [Funder’s Name],

   Thank you for considering our proposal.

   Sincerely,

Executive Summary:

• Name of your organization
• The problem your organization has identified
• Your proposed solution
• The amount of funding you’re seeking

Needs Statement:

• Detailed explanation of the problem or need your project addresses
• Use evidence, data, and anecdotes to build a compelling case

Goals and Objectives:

• Broad goals of the project
• Specific, measurable objectives

Methods or Approach:

• How you plan to achieve your goals and objectives
• Key activities and a rough timeline
• Detailed breakdown of project costs, both direct and indirect
• Explanation for each major expense

Evaluation:

• How you will measure the project’s success
• Specific evaluation methods and metrics

Sustainability:

• How the project will continue after the grant funds have been used
• Any plans for future funding or resource allocation

About Your Organization:

• Mission and vision of your organization
• Organizational structure and key personnel
• Previous achievements

Appendices (if required):

• Letters of support or partnership
• Your organization’s IRS status determination letter
• Biographies of key staff members

………………………

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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How to Write a Successful Research Grant Proposal: An Overview

Writing a research grant proposal can be a challenging task, especially for those who are new to the process. However, a well-written proposal can increase the chances of receiving the necessary funding for your research.

This guide discusses the key criteria to consider when writing a grant proposal and what to include in each section.  

Table of Contents

Key criteria to consider  

When writing a grant proposal, there are five main criteria that you need to consider. These are:  

• Significance  
• Innovation  
• Investigators  
• Environment  

The funding body will look for these criteria throughout your statement, so it’s important to tailor what you say and how you say it accordingly.  

1. Significance  

Significance refers to the value of the research you are proposing. It should address an important research problem and be significant in your field or for society. Think about what you are hoping to find and how it could be valuable in the industry or area you are working in. What does success look like? What could follow-on work lead to?  

2. Approach  

Approach refers to the methods and techniques you plan to use. The funding body will be looking at how well-developed and integrated your framework, design, methods, and analysis are. They will also want to know if you have considered any problem areas and alternative approaches. Experimental design, data collection and processing, and ethical considerations all fall under this group.  

3. Innovation  

Innovation means that you are proposing something new and original. Your aims should be original and innovative, or your proposed methods and approaches should be new and novel . Ideally both would be true. Your project should also challenge existing paradigms or develop new methodologies or technologies.  

4. Investigators  

Investigators here refer to you and your team, or proposed team. The funding body will want to know if you are well-trained and have the right qualifications and experience to conduct the research . This is important as it shows you have the ability to undertake the research successfully. One part of this evaluation will be, have you been awarded grants in the past. This is one reason to start early in your career with grant applications to smaller funds to build up a track record.  

5. Environment  

Environment refers to the scientific environment in which the work will be done. The funding body will want to know if the scientific environment will contribute to the overall probability of success. This could include your institution, the building or lab you will be working in, and any collaborative arrangements you have in place. Any similar research work conducted in your institution in the past will show that your environment is likely to be appropriate.  

Writing the grant proposal  

It’s almost impossible to generalize across funders, since each has its own highly specific format for applications, but most applications have the following sections in common.  

1. Abstract  

The abstract is a summary of your research proposal. It should be around 150 to 200 words and summarize your aims, the gap in literature, the methods you plan to use, and how long you might take.  

2. Literature Review  

The literature review is a review of the literature related to your field. It should summarize the research within your field, speaking about the top research papers and review papers. You should mention any existing knowledge about your topic and any preliminary data you have. If you have any hypotheses, you can add them at the end of the literature review.  

The aims section needs to be very clear about what your aims are for the project. You should have a couple of aims if you are looking for funding for two or three years. State your aims clearly using strong action words.  

4. Significance  

In this section, you should sell the significance of your research. Explain why your research is important and why you deserve the funding.  

Defining Your Research Questions  

It’s essential to identify the research questions you want to answer when writing a grant proposal. It’s also crucial to determine the potential impact of your research and narrow your focus.  

1.Innovation and Originality  

Innovation is critical in demonstrating that your research is original and has a unique approach compared to existing research. In this section, it’s essential to highlight the importance of the problem you’re addressing, any critical barriers to progress in the field, and how your project will improve scientific knowledge and technical capabilities. You should also demonstrate whether your methods, technologies, and approach are unique.  

2. Research approach and methodology  

Your research approach and methodology are crucial components of your grant proposal. In the approach section, you should outline your research methodology, starting with an overview that summarizes your aims and hypotheses. You should also introduce your research team and justify their involvement in the project, highlighting their academic background and experience. Additionally, you should describe their roles within the team. It’s also important to include a timeline that breaks down your research plan into different stages, each with specific goals.  

In the methodology section, detail your research methods, anticipated results, and limitations. Be sure to consider the potential limitations that could occur and provide solutions to overcome them. Remember, never give a limitation without providing a solution.  

Common reasons for grant failure  

Knowing the common reasons why grant proposals fail can help you avoid making these mistakes. The five key reasons for grant failure are:  

• Poor science – The quality of the research is not high enough.  
• Poor organization – The proposal is not organized in a clear way.  
• Poor integration – The proposal lacks clear integration between different sections.  
• Contradiction – The proposal contradicts itself.  
• Lack of qualifications or experienc e – The researcher lacks the necessary qualifications or experience to conduct the research.  

By avoiding these pitfalls, you will increase your chances of receiving the funding you need to carry out your research successfully.  

Tips for writing a strong grant proposal  

Writing a successful grant proposal requires careful planning and execution. Here are some tips to help you create a strong grant proposal:  

• Begin writing your proposal early. Grant proposals take time and effort to write. Start as early as possible to give yourself enough time to refine your ideas and address any issues that arise.  
• Read the guidelines carefully . Make sure to read the guidelines thoroughly before you start writing. This will help you understand the requirements and expectations of the funding agency.  
• Use clear, concise language . Avoid using technical jargon and complex language. Write in a way that is easy to understand and conveys your ideas clearly. It’s important to note that grant reviewers are not likely to be domain experts in your field.  
• Show, don’t tell . Use specific examples and evidence to support your claims. This will help to make your grant proposal more convincing.  
• Get feedback . Ask colleagues, mentors, or other experts to review your proposal and provide feedback. This will help you identify any weaknesses or areas for improvement.  

Conclusion  

Writing a successful grant proposal is an important skill for any researcher. By following the key criteria and tips outlined in this guide, you can increase your chances of securing funding for your research. Remember to be clear, concise, and innovative in your writing, and to address any potential weaknesses in your proposal. With a well-written grant proposal, you can make your research goals a reality.  

If you are looking for help with your grant application, come talk to us at GrantDesk. We have grant experts who are ready to help you get the research funding you need.  

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How To Write An Effective Grant Proposal | A Nonprofit’s Guide

Before writing a grant proposal, you must understand the basics of grant funding. In this article, we discuss the different types of grants, how to find grants that fit your organization’s needs, nine essential components of a good grant proposal, and provide you with templates, samples and tips to help you get started.

For many nonprofits, grants are very appealing. They can provide the opportunity for an organization or business to make a significant impact on its community that it would otherwise be unable to fund . But before diving into writing nonprofit grant proposals, take a moment to ask yourself:

“Does my nonprofit need to be applying for a grant in the first place?”

Writing effective grant proposals can seem like stepping into a confusing, long labyrinth, and one that comes with many strings attached.

It’s important to know if applying for grants is the right decision to fund your nonprofit, amongst many other funding sources at your disposal. And if so, how much energy should you invest in the process? Now, let’s understand the basics of grants, different types of grants, and how your nonprofit can write an effective grant proposal step by step.

What are Grants?

A grant is a bounty, contribution, gift, or subsidy (in cash or kind) bestowed by a government or other organization (called the grantor) for specified purposes to an eligible recipient (called the grantee). Grants are usually conditional upon certain qualifications as to the use, and maintenance of specified standards, or a proportional contribution by the grantee or other grantor(s). – Business Dictionary

Grants are typically awarded to nonprofit organizations for a distinct program or purpose.  Grantmakers generally focus their “giving” on:

• A specific population (such as children or organizations in New York)
• Certain types of nonprofits (such as animal shelters or environmental groups)
• Particular types of support (such as program development or funding for equipment)

What is a Grant Proposal?

A grant proposal is a request that a funder join the nonprofit as a partner to achieve specific results. It is an appeal for money (a grant) that is sent to either a profit or non-profit grant-awarding organization. Every year, many corporations, organizations, and government agencies dispense billions of dollars in grants to companies for addressing issues these organizations are interested in. At its best, a grant proposal must be a persuasive and well-supported argument for change.

Different Types of Grants

Grants can provide different types of support for your organization .

For example:

• Operating support or unrestricted funding is a grant for day-to-day operating costs. It is used to support the general work of an organization and is not dedicated to a particular purpose or project.
• Capital support is most commonly given for specific capital campaigns .  These involve building construction or acquisition, land acquisition, renovations, remodeling, or the rehabilitation of property.
• Example: Technology Grants for Nonprofits which can help nonprofits leverage technology for their mission.

Pro tip: Grant-based funding isn’t sustainable alone. It has to be part of a diversified fundraising plan. Many fundraising experts recommend that no more than 20% of your funding comes from grants. Any more than that and you risk sinking your organization if a key grant falls through.

How do I know if I should apply for a grant? And where can I find them?

Grants are not the answer to securing funds quickly or in a pinch. However, they are a great solution for nonprofits raising funds to carry out carefully planned programs.

Read more about where to find grants for your nonprofit here .

Check out winning grant proposals at Grantspace .

The most common myths about nonprofit grants

1. foundations and corporations are like santa claus..

While there’s indeed a lot of money available to nonprofits out there, over 50 billion dollars to be precise, this money isn’t just sitting there waiting for you to ask for it. You’ll need to put the work in, and the requirements can be demanding.

2. Only big nonprofits can apply.

There are grants out there for all types and sizes of nonprofits. In addition to that, while many grants are project-specific, there are plenty of grants that are unrestricted and can fund some of your operating costs or capital campaigns as well.

3. Grant writing is a mysterious, strange art.

While there’s a lot to learn about writing excellent, winning grant proposals, it’s also not magic. Once you know the basics, developing a winning nonprofit grant proposal is quite logical.

How to Write an Effective Grant Proposal [Step-by-Step]

1. Be Prepared

First, create a diversified fundraising plan – where grants are only one of the funding sources. Consider if applying for a grant is the best way to fund the desired project/campaign.

Commit yourself to applying for a grant only if you match all the foundation’s qualifications and are willing to research and write tailored applications for each foundation. Only for the kinds of funding you already identified you are pursuing in your fundraising plan. This will save everyone time and energy.

Additionally, ensure you have the resources and time to research foundations and grant-writing opportunities for your organization. Ask yourself if your organization can accomplish what is asked.

Furthermore, find a qualified writer with experience writing grants, or invest in grant writing training for an existing staff member.

Pro tip: Create a grant calendar that includes all the important dates and deadlines for grants you wish to apply for in the next year or two.

2. Don’t Be Generic

If you want to have any chance at all at getting your grant application approved, you can’t write one generic application and send off duplicates to different foundations. This makes it appear to a reviewer that your application is an afterthought, and that’s not a good thing.

The most essential guideline of them all: you need to tailor your application to whichever organization you’re submitting it to.

To do that, you’ll need to do some intense research. Carefully examine the call for proposals and the organization’s website. This can help you draw connections that may then aid you in preparing your application.

Grantmakers are usually looking for a specific cause or subject to fund, so always make sure to thoroughly read what the grantmaker is interested in understanding. Ensure that it’s relevant to your organization’s mission before applying.

Pro tip: Never compromise your mission or beliefs to get any kind of funding.

3. Data Yet Again

Data is what wins grants.

Even if you hire the most experienced grant writer , messy data throughout the organization will prevent grant writing from ever getting started. If you don’t collect relevant data, manage and update it, there’s not much that can be done.

A warm story  might get someone to give you $20 out of their pocket. But a foundation with $50,000 grants can’t give based on heart-warming stories alone.

Successful grant applications focus on the impact. The best grant proposals distill in clear and plain language the need the grant will address and the unique approach that the organization’s proposed initiative takes to do so.

Pro tip: Search the Internet for previously funded grant applications posted online by organizations that received grant awards. Study a mixture of grant applications funded by the federal government, foundations, and corporations.

Before Submitting the Grant Proposal

1. review and get a fresh perspective.

When we’ve been reading, speaking, living, and breathing our nonprofit – we can become a bit blind to the language we’re using.

Assume that the funder isn’t familiar at all with the work that you do. Write as if the funder will be hearing about your nonprofit for the first time.

Avoid jargon and abbreviations. If you’re struggling to take a step back, it can be helpful to ask someone less familiar with the work that you do to take a look and give you their feedback (e.g. a friend or a willing acquaintance).

2. Get Clear And Concise

Funders will lose interest if your application is too difficult to understand or takes too much of their time.

No one should be trying to figure out what you’re trying to say or what you’re asking for the money for. Be clear and straightforward in your request.

3. Double-Check the Grant Application

• Double-check spelling, calculations, and due dates.
• Make sure to include all the required forms and necessary attachments by checking the submissions package.
• Check that page number and font size requirements are followed and that documents are presented in the order described.
• You may need to have your CEO and the Board President sign the cover sheet or letter.
• Pay attention to character limits.
• Have another staff member review the budget lines.
• Have a clear contact from your organization.

Grant Proposals: The Basics

Before sending over a full grant proposal, you’d typically first send a letter of inquiry. Many trusts and foundations require a letter of inquiry or request for an application before submitting your application.

The letter of inquiry serves as an introduction to your project and a way to gauge interest from the funding committee. If they want additional information, they will respond with a request for a more in-depth proposal.

The letter should be no longer than two pages.

In the letter of inquiry, be as specific as possible. Add examples in a concise, succinct manner. Keep language simple and avoid ambiguous or general generic statements.

Following the letter of inquiry, if you’re invited to send a more in-depth proposal, you’d typically send a 7-10-page document providing more information about your organization, the project, the needs, and the outcomes. This proposal typically includes a cover letter and appendices, as well.

Note that some grant foundations prefer a concise proposal of about 3-5 pages instead of this typical longer proposal. This one is sometimes referred to as a letter of proposal.

9 Essential Components of a Good Grant Proposal [Template Included]

Note that different foundations and grantmakers might require a different format. Always carefully read the call for proposals before embarking on the writing process.

The grant proposal writing process consists of the following stages:

1. Proposal Summary

Provide a short overview of the entire proposal. Include the funds you’re requesting through the grant, as well as the resources that others will contribute.

2. Introduction to the Applicant

Describe your nonprofit organization and make a case for your credibility. Explain why you can be trusted to steward the funds responsibly. Also share your organization’s history, your success record, and why you’re the right fit for the project.

3. The Need/The Problem Statement

Establish the need for your project. Demonstrate who will benefit and how they will benefit. State the consequences of not funding the project and the needs not being addressed. This should be a factual, well-documented description of the situation. Share about what concerns you and why it matters.

Pro tip: Incorporate a case study of a real beneficiary your organization has served. Show a real need for a real person (of course – change the name for confidentiality reasons). Explain your time frame, and why securing funding is critical now.

4. The Objectives and Outcomes

What are the desired outcomes? Define the goals and state how you will measure whether you’ve achieved them.   Lay down the specific, measurable outcomes you expect your project activities to produce. Objectives should be consistent with your statement of need.

5. Program Plan

How are you going to execute the project? Describe how you will achieve the objectives. What will be your key activities? Provide thorough details about them. Who will do what? When and how will they do it?

6. The Capacity

You also need to explain how your organization is preparing for the project. For example, do you have adequate, trained staff and a supportive board and community? Connect this to the time frame – how will you execute your program plan in time?

7. Evaluation Plan

Describe how you’ll evaluate that the objectives have been reached. How will you track and measure whether activities are rolling out as planned? How will you know you’re succeeding and what will tell you that?

8. Program Budget

Provide a thorough and realistic budget. You must try to include details of expenses as well as other sources of anticipated revenue. For instance, such as by the applicant organization or the resources that other partners will contribute.

9. Sustained Impact

Talk about the long-term.   Does your project need continuous funds or is it a one-time undertaking? How will you continue to produce impact  beyond the period of grant funding?

Note:   Some funders may require that you attach specific documents to your proposals, such as your organization’s 501(c)(3) letter from the Internal Revenue Service, a list of your board directors and their affiliations, your current operating budget, or letters from partner organizations.

Grant Proposal Cover Letter (Format, Samples, and Tips)

Your Grant Proposal Cover Letter Must Include:

• The project is mentioned in the very first line.
• A request for the grant amount
• Description of how this project is important, and how it will further the foundation’s mission.
• List the contents of the proposal
• References to previous contacts with the foundation if any
• Contact details in case the funder wants any additional information
• A cover letter signed by your organization’s executive director

Cover Letter Format

Find the cover letter format here.

A sample cover letter and sample grant proposal can be found here .

Key Tips & Strategies for Grant Proposal Cover Letter

• Keep your cover letter brief and to the point
• Make sure it does not repeat the information that is already in the proposal
• Show the reader how well you understand the funder and how your grant fulfills the funder’s requirements
• Your first paragraph should be short and succinct. Introduce your organization and tell the funder how much money you are requesting and why.
• Include a sentence or two about what your organization does, and one research-based point that shows the need that your organization addresses.
• Limit your cover letter to one page with three or four paragraphs.
• Use the same date that you’ll be sending the complete grant application to the funding source. You want to create documents that are consistent.
• Close your cover letter with a summarizing paragraph. Share a closing thought about what this funding partnership can mean for the future of your project’s target audience.
• At the bottom of your letter, include ENCLOSURES or ATTACHMENTS.

Examples of Grant Proposals for Nonprofit Organizations (Sample):

Take inspiration from some of the most successful grant proposals:

• Kennett Area Senior Center: This application was submitted to the community foundation in the county where the Kennett Area Senior Center operates to request funding to provide needed services and assistance to local senior citizens. Read and learn from it here .
• Arts Funding Grant Proposals: This proposal is another example of a comprehensive and well-written grant proposal. Read it here .
• Sample Youth Program Funding Proposals: Here are examples of William T Grant Scholars Proposals. Read them here .

Here’s a podcast for you on growing your grant potential, that you may find helpful:

Over To You

Winning a grant is almost like completing a long-distance run. Grant applications are often rejected the first time.

It’s important to have an existing relationship with the grant-giving organization to improve the likelihood of acceptance. Like all fundraising , no might mean “no for now” and much of it boils down to relationships.

For that reason, if your grant proposal is rejected, respond graciously. Contact the funder to ask if you might try to submit again with appropriate changes or if they might still be interested later in a different project. However, don’t become a pest or turn sour – don’t burn the bridge!

You may not be able to control everything that influences the decisions of grant-givers. However, you can increase your chances of approval by clearly communicating your organization’s mission and credibility, stating the need for the project how you’ll be meeting that need, and your passion for what you are trying to accomplish.

Choose Donorbox as your donation system and check out our Nonprofit blog  for more nonprofit resources and tips.

Raviraj heads the sales and marketing team at Donorbox. His growth-hacking abilities have helped Donorbox boost fundraising efforts for thousands of nonprofit organizations.

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Successful Grant Proposal Examples: The Ultimate List for 2024

Reviewed by:

January 29, 2024

Table of Contents

Writing grant proposals can be a stressful process for many organizations. However, it's also an exciting time for your nonprofit to secure the funds needed to deliver or expand your services.

In this article, we'll dig into successful grant proposal examples to show how you can start winning grant funding for your organization.

By the time you finish reading this, you'll understand the characteristics of successful proposals, examples of grant proposals in a variety of program areas, and know exactly where you can find more sample grant proposals for nonprofit organizations .

Ready? Let's dig in!

Why Should You Find Successful Grant Proposal Examples?

Whether you are a seasoned grant writer or are preparing your first proposal ever, grant writing can be an intimidating endeavor. Grant writing is like any skill in that if you apply yourself, practice, and practice some more, you are sure to increase your ability to write compelling proposals.

Successful grant proposals not only convey the great idea you have for your organization but convince others to get excited about the future you envision. Many follow similar structures and developing a process that works best for your writing style can help make the task of preparing proposals much easier.

In addition to showing what to and not to do, finding successful grant proposals can help you see significant trends and structures that can help you develop your grant writing capabilities.

Insights Straight To Your Inbox

What characteristics make a grant proposal successful.

"Grant writing is science, but it's not rocket science." - Meredith Noble

There's a lot that goes into creating a successful grant proposal. If you're feeling overwhelmed, Meredith Noble, grant writing expert, shares a straightforward step-by-step process to win funding.

1. Successful grant proposals have a clear focus.

Your first step when searching for funds is to clearly understand why you need those funds and what they will accomplish. Funders want to invest in programs they believe will be successful and impactful.

In your proposals, you want to instill confidence in your organization's commitment to the issue, dedication to the communities you serve, and capacity to fulfill the proposed grant activities.

Some questions that you may want to consider include:

• Are you looking for funds to establish a new program, launch a pilot project, or expand an existing program?
• Will your proposed program be finished in a year, or will it take multiple years to achieve your goal?
• Who is involved in your program, and who will benefit from its success?
• What problem will the proposed program address, and how is that solution unique?
• What are the specific, tangible goals that you hope to accomplish with the potential grant award?

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2. Successful grant proposals are supported with relevant data.

Before starting your grant proposal, you want to take the time to do your research and make sure that your action plan is realistic and well-supported with data. By presenting yourself as capable and knowledgeable with reliable data, a thorough action plan, and a clear understanding of the subject matter.

It can also be beneficial to include data that your organization has collected to show program impacts and staff successes. Conduct regular analysis of program activities, grant deliverables, and collect success stories from clients and community members.

Some tips for when you collect your grant research :

• Make sure that you gather data from reputable sources. For example, at government sites such as Data.Census.gov , the U.S. Bureau of Labor Statistics for demographic data, or the U.S. Small Business, Explore Census Data Administration for industry analyses.

• Include diverse data. There may be some statistics where the numbers are enough to grab the reader's attention; other times, it may be helpful to have illustrations, graphs, or maps.
• In addition to quantitative data, qualitative data such as a story from an impacted community member may be extremely compelling.
• Make sure that the data you include is relevant. Throwing random numbers or statistics into the proposal does not make it impressive. All of the included data should directly support the main point of your proposal.
• You may find it useful to log important notes around what data you want to include in your grant proposal using a grant tracking tool such as Instrumentl .

By the way, check out our post on grant statistics after you finish this one!

3. Successful grant proposals are well-organized

Make sure to pay close attention to all of the requirements that a potential funder includes in their grant details and/or request for proposals (RFP). Your submission and all accompanying attachments, which may also include any graphs and illustrations, should adhere precisely to these guidelines.

Frequently the RFP or grant description will include directions for dividing and organizing your proposal. If, however, it does not, it is still best practice to break your proposal into clear sections with concise headings. You can include a table of contents with page numbers as well.

Standard grant proposal sections include:

• Proposal Summary: Also called the Executive Summary, this is a very brief statement (1-3 paragraphs) that explains your proposal and specifically states the amount of funding requested.
• Project Narrative: The bulk of your proposal, the Project Narrative, will do most of the work introducing your organization, the program, and describing your project. - Organization History: Who you are, what you do, where and how you do it. - Statement of the Problem: Background information on the problem and how it will be solved through the grant. - Project Description: Detailed explanation of the program you intend to implement with the grant, including a detailed timeline.
• Budget and Budget Justification: A breakdown of the project resources into specific budget categories, the amount allocated to each category, and appropriate reasons for that breakdown.

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4. Successful grant proposals are tailored to the funder.

In addition to finding the basic details on the funding opportunity and application guidelines, you should also look into the funder, their giving priorities, and history.

Funders are much more likely to select your organization among others if they clearly understand and empathize with your cause and recognize the impact your work has in the community.

For more details on establishing meaningful relationships with funders, check out our article on How to Approach and Build Grant Funder Relationships .

The first step in determining whether a funding opportunity is a good fit, do some research to ensure your organization's programs and financial needs meet the funder’s interests and resources.

A few questions to ask include:

• What are the organization’s values, written mission, and goals?
• How is what you want to do aligned with the overall mission of this agency?
• Do their giving priorities match with the vision of your proposed program?
• Will this grant cover the entire cost of your program, or will you need to find additional funds?
• Does the grant timeline meet the budget needs of your organization?
• Are there other considerations that might be useful for us to know in preparing your application?

5. Successful grant proposals are proofread!

If you have been in the grant writing game for any extended period of time, chances are that you’ve dealt with tight deadlines. Nonprofit staff often have a lot on their plates, and if you happen to find an attractive funding opportunity when there’s only a handful of days before its deadline, it may be difficult to walk away.

It is crucial to plan an appropriate amount of time to review and proofread your proposal. Grammar mistakes can make or break your submission and they are easy to fix.

General strategies for editing your proposal include:

• Use one of the many available grammar-checking software such as Grammarly or GrammarCheck.me . These online tools are often free to use and can help you quickly and accurately review your work.

• Ask other members of your team to peer-review the proposal. It is especially important to have staff working on or who are directly impacted by the program proposed to ensure everyone is on the same page. Additionally, these staff members have the most information about the program's implementation and can catch inconsistency or unrealistic promises in the proposal.
• It is also helpful to ask someone unfamiliar with your program and the subject matter discussed in the proposal. Sometimes the grant reviewer may not have the same level of knowledge you or your staff have about the subject matter, and so you want to ensure you stay away from overly-specific jargon and undefined acronyms.
• Read through it (again!). A final read-through, maybe out loud, after all the edits have been made, can help you catch overlooked mistakes or inconsistencies in the proposal.

If you're looking to start building your own nonprofit financial statement and nonprofit membership application, get started quickly by using our Nonprofit Financial Statement Template and Nonprofit Membership Application Template . The template is made in Canva, an an easy-to-use creative design tool. You can jump right in, change colors, add your logo, and adjust the copy so it fits your brand.Why start from scratch when you can use one of our templates?

The Ultimate List of Grant Proposal Examples

As stated early on in the article, every grant proposal is unique. We have curated a list of sample grants for various types of projects or nonprofit organizations. This list is in no way exhaustive, but several examples cover common program designs and focus areas that receive philanthropic support through grants.

Research Grant Proposal Samples

Finding a grant opportunity to fund research can be a challenge. These types of grants are typically intensive and require in-depth expertise, a proposed research design, explanation of methodology, project timelines, and evidence of the principal investigator(s) qualifications.

The following are examples of grant proposals in support of research projects or studies.

Harvard University - Proposal to the Robert Wood Johnson Foundation (2009) :

Researchers at Harvard University proposed to research the “growth of policies in the United States around the use of genomic science in medicine and racial identity.”

For grants focused on research, it is important to ensure that the proposal can be understood by different kinds of stakeholders. While the research may be very specific and require some expertise to understand, the purpose and need for the research undertaken should be able to be understood by anyone.

For example, being cognizant of jargon and when it is and isn’t appropriate to use is incredibly important when developing a research grant proposal.

This proposal to the Robert Wood Johnson Foundation, while very detailed and specific, still lays out the intent of the proposal in laymans terms and includes the appropriate amount of detail while ensuring that a broader audience can read and understand the request and purpose of the study.

Northwestern University - Annotated Grant Proposal Sample (2016)

For individuals or organizations who are interested in developing a great grant proposal in support of a research project, Northwestern University has a catalog of grant proposal samples with annotations denoting notable strengths and weaknesses of the application.

Linked above is one such example, a grant proposal in support of a project titled “Understanding the Stability of Barium-Containing Ceramic Glazes”. Review Northwestern University’s catalog of sample proposals here for additional guidance and inspiration.

Clinical Trial Grant Proposal Sample

Clinical trials are important research projects that test medical, behavioral, or surgical inventions to prove or disprove hypotheses about their efficacy. These trials are an important component of scientific and medical advancement. Oftentimes, hospitals or research institutions require robust funding from grants to initiate a trial of this kind.

While clinical trials are highly specific and require a great deal of expert input to develop, reviewing a grant proposal sample can help you prepare should your nonprofit organization decide to pursue a funding opportunity of this kind.

University of Alabama at Birmingham, Center for Clinical and Translational Science – NIH Grant R Series Samples :

If your nonprofit organization is seeking funding for a clinical trial, a great place to begin for tools and resources is the University of Alabama’s Center for Clinical and Translational Science.

The Center’s website has several sample proposals submitted to the National Institutes of Health . For professionals hoping to submit a grant proposal in support of a clinical trial, you may find one among these excellent examples that aligns closely with your work and can guide the grant development process.

Community Garden Grant Proposal Sample

Community gardens are idyllic cornerstones of their neighborhoods, cultivating lush, green spaces where residents can build a thriving community. Some community gardens are run by nonprofits such as land trusts or are born out of special projects initiated by nonprofit organizations.

Either way, to ensure the sustainability of local community gardens, gardeners and community garden managers may need to apply for funding through grant opportunities. Below is just one grant proposal sample in support of a community garden that may help you develop your own winning community garden grant application.

Stockton University – Community Garden 2020 Proposal :

This grant proposal submitted on behalf of Stockton University does an excellent job of illustrating the success of their community garden project and justifies the need for funding to sustain the momentum of the project going forward.

This proposal is also visually compelling and well-designed, incorporating photos and color schemes that directly evoke the image of a flourishing community garden. Ensuring your proposal document is easy to read and incorporates a strong layout and design can sometimes make or break an otherwise strong proposal that is being judged in a competitive pool of applicants. Strong design elements can set your proposal apart and make it shine!

Government Grant Proposal Samples

Government grants are some of the most complex and challenging funding opportunities that a person can come across. Funding from government entities is allocated from tax-payer dollars, and as such the government employs strict requirements and rigorous oversight over the grantmaking process.

Having a successful template or sample in hand can help position you for success when you need help applying for a government grant.

National Endowment for the Humanities - Challenge Grant Proposal Narrative Sample :

Developing a grant narrative is a challenge regardless of the opportunity. Government grants, which require very specific detail, can pose an even greater challenge than most opportunities. Linked here is a successfully funded project of the Alexandria Archive Institute, Inc . through a grant from the National Endowment for the Humanities (NEH).

This project is a great example of how to develop a grant narrative that successfully addresses the stringent requirements associated with grant proposals. Note how each section is laid out, the double spacing, citations, and other key elements that are required in a government proposal to adhere to specific standards.

Even though this is a great example, also be aware that every government agency is different and while this proposal was a successful application for the NEH, other agencies may have different requirements including specific narrative sections, attachments and work plans, among other key items.

Environmental Protection Agency (EPA) – City of Pleasantville Clean School Bus, Clean Snow Removal Trucks and Clean Bulldozers Project Proposal Sample :

The Environmental Protection Agency (EPA) offers an example grant for potential grantees to review. This sample proposal envisions a project by a local municipality to procure buses, snow removal trucks, and bulldozers that produce less emissions thereby decreasing air pollution in the region. This sample proposal is a great guide for developing a compelling narrative and weaving in evidence-based data and information to support throughout.

Conference Grant Proposal Sample

Conferences are an important aspect of a nonprofit or educational institution's operations. Conferences can help bring together like minded individuals across sectors to find solutions and sharpen their skills, and they can facilitate the formation of powerful coalitions and advocacy groups.

Identifying funding for conferences can be difficult, and requires a thoughtful, strategic approach to achieve success. Following a template or grant proposal sample can help guide you through the application process and strengthen your chances of submitting a successful application.

Agency for Healthcare Research and Quality – American Urological Associations Quality Improvement Summit :

This sample proposal provides an extensive template to follow for writing a successful conference grant proposal. The proposal follows an easily understood, structured narrative, and includes a detailed budget and key personnel profiles that will help anyone applying for grant support strengthen their chances of developing a high-quality application.

Dance Grant Proposal Sample

There are countless arts and cultural nonprofit organizations in the United States. According to Americans for the Arts , there are over 113,000 organizations (nonprofit or otherwise) devoted to promoting arts and culture in communities throughout the country—including dance.

Whether a theater that focuses on dance performance or a studio that teaches beginners how to appreciate the art form, there are a variety of dance-focused nonprofits that exist. Identifying strong grant proposal samples for dance-focused organizations or projects can be helpful as you work to help your dance program grow and gain revenue.

Mass Cultural Council – Dance/Theater Project Grant Sample :

This is an example proposal for an interactive dance/theatrical puppet project that focuses on engaging families. While this example captures a very unique and specific project, it also provides a good example of how to craft a case statement , write a strong project description, and develop a detailed project budget.

Daycare Grant Proposal Sample

In the United States, daycares are a vital component of childhood development, but unfortunately many families are unable to access them due to cost or accessibility. Studies show that in 2020 alone, over 57% of working families spent more than $10,000 on childcare while 51% U.S. residents live in regions classified as “childcare deserts”.

Given this, nonprofit daycares are vital to supporting future generations and providing accessible and affordable childcare for parents throughout the country. Many nonprofit daycares rely on generous funding through grants. Nonprofit day care professionals can use all the help they can get to submit winning proposals and sustain their daycare’s operations.

Relying on a high-quality grant proposal sample or template can be a huge help when working on a grant application or writing a proposal in support of a daycare.

AWE - Digital Learning Solutions – Grant Proposal Template :

While not a straightforward grant proposal sample, this grant template provides detailed guidance and helpful examples of how to respond to common questions and how to craft essential elements of a grant proposal focused on childcare and childhood development.

For example, the template provides easy to understand steps and bulleted lists for every key component of the grant proposal including a case statement, organizational capacity and information, project sustainability, project budget, and project evaluation.

Literacy Grant Proposal Sample

Promoting literacy is a very common mission for nonprofit organizations throughout the U.S. and the world. Literacy projects and programs are typically provided by educational institutions or education focused nonprofits.

In fact, according to the Urban Institute , Education focused nonprofits made up 17.2% of all public charities. With numbers like these, it can be helpful to gain insights from a grant proposal sample that will help you win grants and grow your organization.

Suburban Council of International Literacy (Reading) Association “Simply Reading” – Grant Proposal Sample :

This sample proposal to the Suburban Council of International Literacy (Reading) Association (SCIRA) is a great example of a strongly developed narrative that makes a powerful case for how fostering a love for reading among young students can result in improved educational outcomes. This helpful guide provides a framework for drafting a high-quality grant narrative while also giving examples of other key proposal elements such as a project budget.

Successful Educational Grant Proposals

Educational programming can be highly diverse in its delivery. Check out these examples of successful grant proposals for education to help you get started winning funds for your next educational program.

Kurzweil Educational Systems : In addition to this being a successful grant proposal, this example also includes detailed explanations of each section and provides useful guidelines that can help you frame your proposal.

Salem Education Foundation : This foundation has posted a sample application of a school seeking funding for increasing youth enrichment opportunities for their annual grant.

This is a great example for funding opportunities that ask specific questions about your organization and the proposed project instead of requesting a general proposal or narrative.

Successful Youth Grant Proposals

These examples of grant proposals for youth programs can help you tap into one of the largest categories of charitable dollars.

Family Service Association (FSA): This example of a grant proposal that is well-written and comprehensive. It is for a community block grant focused on youth development to expand services and cover staff salaries.

The Boys and Girls Club of America (BGCA): This is a sample produced by the national office of the BGCA to assist local branches in securing funds for youth programming and expanding services.

Successful Health-Related Grant Proposals

There is a large amount of funding for health-related initiatives, from healthcare grants to individuals, operational support for organizations or clinicians, and supporting researchers advancing the field. These sample grants give a bit of insight into this diverse sphere.

Centerville Community Center : Follow this link to read a grant to support community-based programming to raise awareness of cardiovascular disease prevention. This proposal does a great job of breaking down the project description, proposed activities, tracking measures, and timeline.

Prevention Plus Wellness : This is a sample grant proposal for nonprofit organizations to assist those looking to secure funds to address substance use and wellness programming for youth and young adults.

National Institute of Allergy and Infectious Disease (NIAID): The NIAID has released several examples of proposal applications and scientific research grant proposal samples that successfully secured funding for scientific research related to healthcare.

Other Successful Grant Proposals

Of the over 1.6 million nonprofit organizations in the United States , your funding requests may fall out of the three general categories described above. We have included additional grants that may help meet your diverse needs.

Kennett Area Senior Center : Submitted to a local community foundation, this proposal requests funding between the range of $1,000 to $10,000 to provide critical services and assistance to local seniors.

In addition to being very detailed in describing the program details it also carefully describes the problem to be addressed.

Region 2 Arts Council: This comprehensive grant proposal requests funds to support an artist to continue expanding their skills and professional experience. This is a useful example for individual grants or scholarships for professional or scholastic opportunities in supported fields.

St. Stephen’s Episcopal Church: This is an excellent example of a faith-based organization’s proposal to secure funds for a capital project to repair their building. The framing of this proposal and the language in the narrative can be used to help shape proposal letters to individual donors and to foundations, which can be especially useful for faith-based organizations or other groups looking to secure funds.

Tips to Get More Successful Grant Proposal Examples

If you are interested in finding more grant proposal examples, especially those directly related to your organization's priorities and service area, you can look at a few places.

1st: Foundation Websites

Sometimes a foundation will include past proposal submissions publicly on the website. These are especially useful if you are seeking grants from the organization. You can see exactly what kind of proposals they found compelling enough to fund and see if there are any trends in their structure or language.

2nd: Online Tools and Workshops

Sites like the Community Tool Box or Non-Profit Guides offer free online resources for organizations working to support healthier communities and support social change. They provide helpful advice for new nonprofits and provide a whole suite of sample grants to help you start winning grants step by step.

You may also be able to ask other members of the Instrumentl community for their past successful grant proposals by attending our next live workshop. Hundreds of grant proposals attend these every few weeks. To RSVP, go here .

3rd: Collect your own! 

As you start submitting grants, you are also creating a collection of sample grants tailored to your subject area. Every response offers an invaluable learning opportunity that can help you strengthen your grant writing skills.

Perhaps there are similarities among proposals that do exceptionally well. If a submission is rejected, ask for feedback or a score breakdown. Then, you may be able to see what areas need improvement for the future. Read our post on grant writing best practices for more on how to evaluate your past proposals.

Wrapping Things Up: Successful Grant Proposal Examples

Grant writing is a skill that anyone can learn. And as you begin to build your skills and prepare to write your next proposal, let these examples of successful grant proposals act as a guide to successful grant writing. Don’t however mistake a useful example as the ultimate guide to winning a grant for your organization.

Make sure to keep your unique mission, vision, and voice in the proposal!

Are you ready to get started? ‍

Try Instrumentl free for 14-days now to start finding funders that fit your organization’s needs. Our unique matching algorithm will only show you active open grant opportunities that your nonprofit can apply for so you can start winning more grant funding.

Instrumentl's Tracker makes saving all your grant proposals to one place easy and encourages more collaboration across your team. To get started, click the button below.

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WTO / Business / Proposals / 35 Successful Grant Proposal Examples (How to Write)

35 Successful Grant Proposal Examples (How to Write)

A grant proposal is a written request to an organization or government for financial assistance for ordinarily a non-profit project but can also be for a profit project.

Once the proposal is approved and the grantee selected, the grantor becomes a partner aiming to achieve the goals laid out in the proposal. In most cases, the proposal must be aligned with the grantor’s interests. It should be an influential and very well-upheld archive for change.

A grant is a non-refundable financial assistance (gift, bounty, subsidy, or contribution) given by an organization, government, or individual for a specific purpose.

It is typically given through a selection process to an eligible recipient (grantee) who satisfies the set conditions for selection. Common grantees are children, organizations, environmentalists, human and animal life, social justice activists, etc.

Grant Proposal Examples

Reviewing successful grant proposal examples can improve your writing skills when it comes to requests for grants. Winning examples are great sources to note formats, persuasive tone, keywords, and structure. Most grantors have specific requirements to align the request with the requirements. You can learn the technique by reviewing one the grantor in question has previously approved.

Types of Grants

You can request diverse types of grants from organizations or governments, depending on how they intend to use the funding. 

Some of the commonly known types are:

Operating support or unrestricted funding

Also referred to as general operating grants, they are awarded to cover operational expenses (administrative costs such as salaries, rent and utility bills, and overhead expenses) within an organization. The utilization of these is not restricted, hence the name, and they are not devoted to a particular project or purpose. They offer maximum flexibility and are the rarest type of grant.

Capital support

Capital support grants are funds given for specific capital investments. Such investments include the construction of new facilities, renovation, and remodeling of existing buildings, land acquisition, and the purchase of costly equipment. Thus, they are sometimes referred to as brick-and-mortar grants.

Program development grants or restricted funding

Program and project grants or restricted grants are the most common types of grants. As the name suggests, program and project grants are more restrictive and can only be used for the purpose specified in the grant proposal. The purpose is usually to create, support, or develop or grow programs or projects you request.

Myths About Non-Profit Grants

There are multiple factors that revolve around the requesting and awarding of grants. The most common myths are:

Grantors operate like charities with gifts

Although grantors have significant sums of money available to award out there, it is not given to anybody who asks for it. Instead, applicants must work for the grants so that the most suitable candidate is awarded. To ensure this is achieved, grantors usually set demanding requirements that applicants must meet.

Grants are only awarded to big NPOs

There are different types and sizes of grants that entities can apply for; therefore, even small entities can request them. In addition, there are no restrictions as to who can request it.

It is intricate and challenging to attain

There is a lot to take into account when coming up with an excellent and persuasive grant that will ensure you get the grant, and it is not impossible or limited to particular people. Once you learn the basics and follow the guidelines given by the grantor, you can increase your chances of getting it.

Pre-Writing Considerations

Before commencing the writing process, there are several things you ought to investigate. Firstly, getting a clear understanding of how grants work should be a priority. You can consult with mentors, professors, previous grant recipients, trusted advisers, and the granting organization to learn more about awards and how to apply for one successfully.

Other pre-writing considerations include:

• Entities and individuals seeking grants should come up with a project and develop objectives and actionable plans that outline what they should do and the reason behind the task.
• Determine how the grant will be used to obtain positive results from the intended use.
• Research and list organizations that fund projects for the type of project or actionable plan previously developed.
• Select the organization(s) to be requested for the grant and determine if their mission and vision align with the project’s objectives.
• Review the guidelines put in place by the awarding agency or organization.
• Look for samples related to similar projects or those submitted to the awarding agency and examine them for tips on how to incorporate them.

9-Steps to Excellent Grant Proposal Writing

The writing process can sometimes be lengthy, especially if there is no adequate planning. However, with enough preparation, writing a grant proposal should not be a complicated task.

In addition to planning, the guide below can be used to develop an excellent one:

Write a strong cover letter. When writing the cover letter, keep it short (three to four paragraphs), precise (amount needed, purpose, and reasons why you deserve the grant), and relatable to the reader. You should avoid repetition and compare yourself to other applicants.

Start with a brief executive summary that introduces the applicant and states what they are trying to accomplish. The executive summary should be kept brief while presenting a complete set of ideas about the request and the project at hand to the grantor. The summary can be a couple of sentences, with one page being the maximum.

Introduce the applicant. This section is meant to prove that the applicant has the ability and capacity to meet all the deliverables in execution, legal, quality, and safety obligations. Therefore, you should be objective and focus on convincing the grantor why you deserve the grant. Avoid going into too much detail to stay objective. Also, try to link your mission or goals to those of the grantor as much as possible.

Write a precise problem statement. This section will always require extensive research to prove that the solution you offer makes a difference compared to other solutions aimed at the same problem. The problem statement uses comparable data that shows how one solution is translated into positive outcomes. It should also show a sense of urgency and be objective—talk about the main problem without diverting.

Outline the goals and objectives of the project. Goals are more broad statements of what you want to do, while objectives are more definite statements of intention with measurable outcomes or results and a time frame. Remember, goals and objectives are not processes but rather measurable outcomes.

Describe the project. Outline what the project entails. This section should highlight all the moving parts of the project. Including a logic model using graphical representations of the project is an efficient way of achieving this. Ensure to illustrate how the different components are interconnected; it helps the grantor understand the project better. Moreover, your timeline should be specific and detailed about who will do what and when.

Outline the monitoring process or key performance indicators. This information shows that the success of the project can be measured at specific milestones and completions. When writing the proposal, define the internal and external evaluation procedures of the project explicitly to avoid ambiguity. 

Indicate additional funding sources and sustainability. Outline any other sources of funding (expected or already received). Additionally, grantors consider the sustainability of a project. Grant proposals for projects that have long-term benefits are more likely to be selected. Therefore, illustrating how your project is sustainable can be a significant boost towards receiving the grant. Also, indicate if the funding required will be a one-time request or progressive.

Provide the project budget. At this point, justify the amount quoted. Demonstrate the services and products that will have a monetary impact. Avoid overcharging or underquoting because this might be seen as greed and might affect the quality of deliverables. Round off numbers to create a more comprehensive budget. Accuracy should be a priority, so carry out cost research thoroughly before quoting a service or product’s price.

Components of a Grant Proposal

A well-written proposal should contain specific essential components. Regardless of the format, these components are typically included, as they will cater to most of the requirements needed by grantors.

The basic components are:

Cover letter

A cover letter contains personal traits and accomplishments that can persuade the awarding committee to review an applicant’s grant proposal. Cover letters can be formal or less formal, depending on the situation.

Executive summary

The executive summary/abstract is a concise synopsis of the overall grant proposal. It introduces the applicant and outlines the proposal, project goals, and use of the money.

Information of the applicant/organization’s qualification

The applicant’s introduction should entail pertinent information that the grantor can use to have a clear picture of who they will be awarding the grant. The information included in this section includes history, mission, infrastructure, biography of crucial staff, business track record, client recommendations, feedback from customers, experience, etc.

Problem/need statement

Also referred to as the statement of need or needs statement. The problem statement indicates a problem existing in one’s community and aims to resolve the problem. A well-crafted problem statement incorporates quantitative data.

Project description 

The project description gives an overall understanding of what the project entails: staff members, services or products, location or region, deliverables, etc.

Objectives and outcomes

Every project ought to have goals/objectives and outcomes for it to qualify as a worthwhile proposal. Objectives can be defined as what the project is meant to achieve. Objectives and outcomes ought to be SMART—measurable, attainable, realistic, and time-bound. In addition, the goals and outcomes should connect with the audience (the community).

Program plan/design

This section addresses “how” you intend to achieve the set objectives. The information to be provided includes new recruitments, additional facilities, support services to be acquired, and methods and strategies that will be used to ensure the applicant meets the deliverables. Also includes aspects such as effective time management, discipline, and methodologies that will influence the quality of the outcomes.

Target audience

The grant proposal should clearly illustrate to whom the project is meant to benefit. Information, such as demographic criteria, can be provided to further clarify the target audience. Statistical data, such as exact figures or percentages of people in a region the project will benefit from, can also be used.

Evaluation plan

The evaluation plan indicates how you will track the progress of the project to ensure the set objectives are met. The proposal should show the timeframe of evaluation, milestones, criteria for quality measurement, requirements such as costs and skills for evaluation, and the designated person to carry out evaluations. The evaluation plan should be progressive, such that it demonstrates how success will be measured from a certain point at a specific time in the future.

Project budget

The project budget is a significant consideration. List all the services and products that will be acquired and the cost implications of each. A reasonable budget ought to have its items well described and quantified. In addition, the proposal should have a budget inclusive of indirect costs as they influence the outcomes.

Sustained impact and expectations from the project

A grant proposal can also look into the long-term impacts of the project or campaign. This section can provide a strong blueprint for the organization’s vision for the next 5 or 10 years. This section can also include projected costs subjected to inflation, potential future growth, ongoing training, decommission expenses, and the final stage of the project life cycle.

Supporting documents

Grant proposals can have supporting documents attached to support your case further. Such documents include letters of support, proof of 501 (c) status, personal resumes, a list of board of directors, tax-exempt IRS letters, etc.

Grant Proposal Examples- by Types

In case you require these documents in different categories or types, you can browse the free library of them that we have provided below for your additional ease and assistance:

General Tips for Writing a Grant Proposal

Below are some tips to assist anyone in writing a winning grant proposal:

Pay heed to the agency’s interest

Most grantors will be looking for specific keywords or items during the review process. Therefore, it is vital to note this and incorporate it into the proposal, especially in today’s world where reviews can be done automatically. However, avoid using too many of the keywords (overstuffing).

Collect the entire data

Carry out extensive research on the problem and solution the project addresses and make statements or proposals based on this data. Factual representation of information is key to persuading agencies to award grants.

Customize your proposal

Make the proposal more reader-friendly and personalized. When writing to different agencies, ensure to customize the proposal to resemble the agencies’ interests, expectations, and guidelines; these vary between agencies. As much as you can borrow items from one proposal and use them on another, avoid reusing the same document. Customizing a proposal will often require a bit of research.

Organize ideas with a numbered list

It is recommended that when you are listing items, you number them, as it improves the proposal presentation and makes it easier for the reader to skim, which might come in handy during the review process.

Do not be generic

A lack of precision (generalization) can hurt your chances of getting a grant. Remain specific to the grant and the project when writing the proposal.

Be clear and concise

Be direct and to the point. Grant proposals are not novels of what is going to happen; therefore, they should include only relevant information that the grantor can use to decide whether to award the grant or not.

Review and get a fresh perspective

Once completed, review it to ensure it is written from a perspective that can be understood by someone not involved in the same industry. Reducing or removing jargon and abbreviations can be helpful to the reader. Alternatively, have a third party review the proposal and ask them to give feedback.

Double-check the application

Look for spelling mistakes, grammatical errors, calculations, and due dates before preparing the final draft. Also, check the formatting and supporting documents. Finally, review the document on whether it has met the grantor’s specifications.

Character limits, font size, page numbers, etc.

Key Takeaways

• A grant proposal is defined as a formal written request for funds to carry out a profit or non-profit project or campaign.
• Its essential elements are a cover letter, title page, abstract/introduction, institutional background, problem statement, project goals and objectives, implementation plan, evaluation plan, other funding and sustainability, project budget, and supporting documents.
• Research is part and parcel of writing a winning grant proposal.
• Writing one does not have to be intricate if you are willing to research and abide by the grantor’s guidelines.
• There are different types and sizes of grants: general operating, program and project grants, capacity-building grants, capital grants, endowment grants, matching grants, etc.
• Applicants can request grants from more than one agency at the same time.

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13 Ways to Write a Grant Proposal Efficiently Today

The grant proposal process is becoming increasingly competitive. For grant writers, as performance grows in importance, organizations can improve their chances of receiving funding by doing the proper research upfront, being transparent, showcasing historical results, and more.

As a leading provider of grant management solutions, we understand how a well-written grant proposal can significantly impact the success of your organization and mission. Below we offer actionable tips on how to draft a grant proposal that has the best odds of getting funded.

Let’s dive in.

• Do the Proper Research
• Statement of Need: State the Problem and Offer a Solution (The impact you hope it makes)
• Give an Overview of Your Organization with an Executive Summary
• Know Your Audience You are Pitching
• Recognize Your Key Objectives with a Built out Project Description
• Format the Proposal, so it’s Easy to Read
• Evaluation: How You Will Measure the Degree of its Success
• Budget: Understand What and How Much to Ask for
• Use a Grant Proposal Template (sample)
• Be Human – Make Your Passion Apparent to Grant Makers
• Follow Directions on the Application
• Match Your Methods and Aims
• Showcase Historical Results that Display Responsibility in Spending

13 Ways to Write a Grant Proposal Efficiently (for the Best Odds of Getting Funded)

1. Do the Proper Research

Writing a grant proposal starts with finding the right funders to partner with and support your organization’s work.

Do your homework. Dig deep into learning about your Grant Maker’s specific priorities. Nothing is more essential when applying for a grant than having the right information. To maximize your chance of winning the award, match your proposal to a problem or improve a situation that the Grant Maker feels is essential.

Jim Durkan, president of the Community Memorial Foundation, in Hinsdale, IL says,

“They don’t spend the time upfront to research and see if there’s a match,” he says. “I always say that the time they spend researching will be returned tenfold.” SOURCE : GRANT MAKERS REVEAL THE MOST COMMON REASONS GRANT PROPOSALS GET REJECTED

Research every detail of your project to ensure it is feasible before  applying  for a grant.

2. Statement of Need – State Problem and Offer a Solution (The impact you hope it makes)

The statement of need should describe the problem that the project will attempt to address. Also, it should represent the population that will be served. Developing a compelling need statement is critical for your proposal to continue in the selection process.

The statement of need will illustrate a clear goal and the method that will be used to solve or improve the problem. While constructing the statement, keep in mind:

• Who the problem impacts
• Where the problem is located
• Why it is critical to improve or fix the problem

The statement must establish a clear connection between the need presented and the Grant Maker’s funding priorities.

3. Give an Overview of Your Organization with an Executive Summary

When you write your proposal, you need to demonstrate how your team will work together towards the mission. You can indicate the skills and experience of each individual and identify how each team member will contribute to the project. An organizational chart will build credibility in the eyes of the Grant Maker. It can explain who you are as an organization and how you can improve or even solve the problem raised in the proposal.

Also, an executive summary will outline why the Grant Maker should choose your proposal over all the others. It should be specific and focus on results. The abstract helps the reviewers decide if they should read the rest of the proposal. A well-planned summary serves as a valuable tool and summarizes the main points of all the other sections.

Project Manager  offers an executive summary template to help sum significant points. Executive summaries are critical for getting projects approved and funded.

4. Know Your Audience You are Pitching

The language used in writing your grant proposal should be appropriate for the target audience.

Try and predict the questions that the reviewer may have and answer them. Przeworski and Salomon,  On the Art of Writing Proposals , note that reviewers read with three questions in mind:

What are we going to learn as a result of the proposed project that we do not know now? (goals, aims, and outcomes) Why is it worth knowing? (significance) How will we know that the conclusions are valid? (criteria for success)

5. Recognize Your Key Objectives with a Built out Project Description

In your proposal, describe the project and provide information on how implementation will occur. You must include information on what will be accomplished and the desired outcome.

The majority of grants are awarded to a particular cause as opposed to just general support. By focusing your grant application on a single project, you will increase your chances of getting funded. And be detailed, because this will show that you’ve thought through how the project will be executed.

6. Format the Proposal, so it’s Easy to Read

Format the proposal so that it is  easy to read . Use headings to break the project up into sections. If it is long, include a table of contents with page numbers.

Here are some sections to consider:

• Introduction (statement of the problem, the purpose of research or goals, and significance of research)
• Organizational description
• Project narrative (methods and procedures)
• Goal and objectives
• Budget summary

7. Evaluation: How You Will Measure the Degree of its Success

Grant reviewers are looking for your intent, but also the numbers and metrics that go along with it.

Provide information on the metrics that will be used to determine the effectiveness of the project. Two types of parameters to measure progress towards the goal are:

• Activity metrics  – used to track the actions getting you closer to the goal.
• Outcome metrics  – help you understand if you are getting the results you anticipated in a specific timeframe.

8. Budget: Understand What and How Much to Ask for

The budget is a critical piece of any grant proposal.

The necessary components of a project budget include income and expenses, estimating the cost of a project, and other financial documents you may need to submit with your proposal.

A budget proposal for a grant should align with the goals of your project and your existing reporting processes. There are different ways that you will communicate your budget in your proposal. The Grant Maker may provide a specific budget form for you to complete. You will most likely also need to write a budget narrative that is included in the text of the proposal. Keep the budget narrative to the point, providing enough information to build credibility.

Your budget is the financial description of your project.  GrantStation  believes, “Rule number one: don’t make up your budget figures! Always do the necessary research to get the cost of the project right.”

Sophisticated grant management  software  can provide different budget views to help you understand how your organization will be impacted if it receives the grant.

9. Use a Grant Proposal Template

Templates can ensure you cover all the bases. PandaDoc’s  grant proposal template  simplifies the process by helping you create proposals. This grant proposal template is written to convince either a private foundation or a governmental entity to provide funding to a cause.

The video below shows how to use Proposal Kit to create a document to respond to any grant funding application or RFP. Using the Proposal Kit, you can select a design theme, select a set of chapters to match your RFP or grant submission guidelines, generate a document, fill in with your content then deliver as needed.

10. Be Human – Make Your Passion Apparent to Grant Makers

Remember, funders are people too.

Pick up the phone and call (when appropriate) instead of relying solely on email. Building relationships is important and could mean the difference in getting funded or not. A passion for results is what’s behind every grant.

Learn to write a great story. Compelling storytelling can draw the reader into your proposal and get them cheering for you. Let your energy come through in your writing. You want your reader to feel inspired and excited by the plans.

Consistency and clarity are also a benchmark for excellent proposals. When the proposal shows passion, a clear indication of what the organization wants to do, why it is important, and how it will be carried out, it will help move the Grant Makers in your direction. It helps them make an informed decision.

Grant Makers want to hear the passion in your voice. Make your reader  feel  something.

11. Follow Directions on the Application

Grant departments receive more applications than they can fund. If an application doesn’t meet the standard requirements, it will fall to the bottom of the stack.

Plan your application carefully and read the instructions. Complete all the forms and submit all the necessary documents promptly.

“Writers of successful grant applications typically report that they spent 50 percent of their time on writing and revising their abstract and aims. When you finally start drafting your proposal, the specific aims should be the first thing you write — well before the background or methods sections.” SOURCE

What is the percentage of grant proposals that foundations actually fund?

About grant writer success rates

12. Match Your Methods and Aims

“An overly ambitious application is one of the most common fatal flaws of an early-career application.” [ source ]

A focused methodological plan directly tied to your specific aims will be the most impressive to reviewers. Include methods in the proposal that relate directly to each of your study’s objectives and avoid including additional methods that do not correspond to any aims.

13. Showcase Historical Results that Display Responsibility in Spending

As performance grows in importance, organizations can improve their chances of receiving funding by showcasing historical results.  (if you have it)

Present concrete evidence to Grant Makers that your organization is capable of spending grant funding appropriately.

Here are three tips on how your organization can track and leverage grant performance data to win future funds.

Spend Effectively

Start with appropriate spending. If your current and past grants were not appropriately allocated toward goals, you wouldn’t be able to demonstrate strong program performance in new grant proposals. Consistent and appropriate spending assures that your organization is using funds to further organizational goals and demonstrates your understanding of the Uniform Grant Guidance cost and compliance requirements.

Create Detailed and Accurate Reports

To correctly keep track of data every step of the way, develop  grant management  processes that comply with new requirements and regulations. Consider implementing grant management software to store data in a centralized system.

The software allows your organization to effectively track time and effort, validating the time workers spend on a program and directly correlating with their expensed wages from funding. Staff can enter time on a weekly or monthly basis, and supervisors can review and approve timesheets to ensure accuracy.

Grant management software also helps you easily create internal reports that identify:

• Activities to be undertaken
• Deliverable timelines
• Goals, indicators, and milestones
• Outputs and outcomes

Internal reports not only assure your organization is staying on track, but also provide in-depth data on what your organization is capable of accomplishing. Use these reports to leverage historical data for future grant proposals.

Showcase Past Performance Data

Having reliable performance data allows you to present concrete evidence to awarding agencies that your organization is capable of spending grant funding appropriately.

In addition to using past performance data to win new grants, encourage repeat funding from existing investors by providing accurate, ongoing reports on spend and performance. The more detailed these reports are, the better you’ll be at demonstrating your grant-spending and program-performance competencies.

Is your organization prepared for performance-based grant distribution?

Federal Grant Funding: Understanding the Four Types Can Help You Achieve Your Mission

Learning the similarities and differences between the four main types of federal grant funding (competitive, formula, continuation, and pass-through) will help you achieve the best results. This article provides an overview of the distinct federal funding structures to aid in your search for sources of grant revenue. 

The 4 Types of Awarding Strategies Grant Seekers Should Know

Grant seekers need to understand these 4 strategies that funders use to make awarding decisions so they can best identify awards that align with their program goals.

The 5 Most Common Grant Application Elements

An overview of 5 common elements that most grant applications ask for responses to in a grant funded project proposal.

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