Grant writing basics

This guide is for anyone about to write their first grant application, or anyone who has sent a few and heard nothing back. You don't need a professional grant writer to win grants. You need a clear program, honest numbers and the patience to follow instructions exactly. After reading, you'll know what goes into a typical application, how to read a funder's guidelines, when to send a letter of inquiry, and how to treat a "no" as a step forward.

What a grant really is

A grant is money a funder gives your charity to do something specific. The funder might be a private foundation, a community foundation, a company or a government agency. In return, you promise to do the work you described and to report on how it went.

That last part matters. A grant is closer to an agreement than a gift. The funder is choosing between many good causes, and your application is how you show that your charity is a safe and sensible choice.

Read the guidelines twice before you write a word

Every funder publishes some kind of guidelines. They might be a full web page, a short paragraph, or a notice of funding opportunity (often called a NOFO) for a federal grant. Read them once to decide whether to apply at all. Read them again, slowly, with a highlighter.

Look for these things:

• Who can apply. Some funders only give to 501(c)(3) public charities. Some only fund in certain counties or states. Federal notices have an eligibility section; Grants.gov advises reading it first so you don't waste time on a grant you can't legally receive.
• What they fund. Look at the words they use: "programs", "general operating support", "capacity building", "capital". If they say they don't fund salaries, don't ask for salaries.
• How much. Many funders give a range. Ask for an amount in that range that matches your actual budget.
• Deadlines and format. Note the date, the time zone, page or word limits, font rules and which attachments they need.
• Whether they accept unsolicited applications. Some foundations only give to charities they already know. Private foundations say this on their tax return, Form 990-PF, where there is a box to check if the foundation "only makes contributions to preselected charitable organizations and does not accept unsolicited requests for funds."

The parts of a typical application

Funders use different names, but most applications ask for the same building blocks.

Organization background

A short paragraph on who you are: your mission, when you started, who you serve and where. Keep it to the facts that matter for this grant.

Need statement

This explains the problem your program addresses and why it matters in your community. Use facts you can back up, and name your source. Local facts are stronger than national ones. If you have your own records, such as how many people are on your waiting list, use them.

Don't overstate the problem or make your community sound hopeless. Show a real need and a realistic way to meet it.

Program description

This is the heart of the application. Say exactly what you will do, who will do it, who will benefit, where and when. A reviewer should be able to picture a normal week of your program.

Say a food pantry wants funding for a Saturday delivery service. A strong description says how many volunteers drive, how routes are planned, how families sign up and how food is kept safe. A weak one just says "we will deliver food to families in need."

Outcomes and evaluation

Outputs are what you do: meals delivered, classes held. Outcomes are what changes because of it: families who no longer skip meals, students who pass a test. Funders want both. Pick a few outcomes you can actually measure with the time and tools you have, and say how you'll measure them.

Budget and budget narrative

The budget shows what the program will cost and where the money comes from. The budget narrative explains each line in plain words. Our guide on grant budgets walks through this step by step.

Sustainability

Many funders ask what happens when their grant ends. Be honest. Name the other funders, donors or earned income you plan to use.

Attachments

Common attachments include your IRS determination letter, a list of board members, your most recent annual budget, your latest financial statements or Form 990, and sometimes letters of support. Keep a folder with current copies so you aren't hunting for them on deadline day.

Letters of inquiry

Some funders ask for a letter of inquiry (often called an LOI) before a full application. It's a short letter, usually one to three pages, that summarizes your organization, the need, your program and how much you're asking for. If the funder likes it, they invite a full proposal.

An LOI is a chance to make a first impression with little effort on both sides. Write it as carefully as a full proposal. Follow any page limit exactly.

If a funder says it accepts questions, a short, polite call or email before you apply can save you weeks. Ask whether your program fits their current priorities. Don't ask them to read a draft unless they offer.

Federal grants need registration first

If you plan to apply for a federal grant, register early. Grants.gov says you can't start applying until your organization is registered in SAM.gov, that registration is free, that you should allow up to 10 business days for it to become active, and that it must be renewed every year. Our guide on researching foundations covers this in more detail.

Writing tips that help any application

• Use short sentences and plain words. Reviewers are human and often tired.
• Use the same numbers everywhere. If the program serves 120 families in the narrative, it should be 120 in the budget notes too.
• Show, don't claim. "Last year, 46 of our 50 students finished the course" beats "our program is highly effective."
• Ask someone outside your charity to read the draft. If they can't explain your program back to you, rewrite it.
• Submit a day early. Online portals slow down near deadlines.

When the answer is no

Most applications are turned down, even good ones. Funders often have far more requests than money. A "no" usually means "not this time," not "you did something wrong."

Here's what to do:

1. Send a short thank-you note. It costs nothing and people remember it.
2. Ask, politely, whether they can share any feedback. Some funders will, some won't.
3. Ask whether they'd welcome a future application.
4. Save the application. Much of it can be reused for the next funder.
5. Keep the funder informed about your work with an occasional update, if they welcome it.

Many charities win a grant on the second or third try with the same funder, after building a relationship.

After you win

Read the grant agreement before you sign it. Note every reporting date and every condition, such as spending deadlines or rules about changing the budget. Put the dates in a shared calendar. Keep track of grant money separately in your books. Our guide on restricted funds explains why.

A grant report that arrives on time, with honest numbers, is the best application you'll ever write for the next grant.

Before you hit submit

• We meet every eligibility rule in the guidelines
• Every question is answered, in the funder's order
• The amount asked fits the funder's range and our real budget
• Numbers match across the narrative, budget and attachments
• Someone outside the charity has read it
• All attachments are current and in the format asked for
• We know the reporting dates if we win

If you want a second pair of eyes on a draft, ask a member charity for help through the Exchange.