Whether you’re a nonprofit, academic institution or small business, securing grant funding is often essential to achieving meaningful growth. However, navigating the complex world of grant writing can be daunting. Crafting a winning proposal requires more than just strong writing skills — it involves strategic planning, research and a clear understanding of both your organization’s needs and the funder’s priorities.
This guide covers the entire process of grant writing, including expert tips and actionable advice to help you maximize your chances of success.
What Is Grant Writing?
Grant writing is the process of completing detailed applications to secure financial grants from institutions such as charitable foundations, government entities or corporations. Grants provide critical funding for specific projects or programs; the goal of grant writing is to effectively communicate the needs, objectives and methods of the requesting organization. As such, applicants must craft a compelling narrative that demonstrates how their project aligns with the goals of the funder and how the grant will be used to make a meaningful impact.
A key component of grant writing is identifying potential grant sources that align with a project’s goals and funding needs. Grant writers must conduct thorough research and have an expert understanding of both their organization’s mission and the grantor’s funding priorities. Once a grant writer identifies a suitable grant opportunity, it is essential that their proposal meet all guidelines and requirements set by the funder.
Grant writing is often a collaborative effort, with input from various departments or stakeholders within the organization to ensure the proposal is comprehensive. The process also involves multiple rounds of proofreading and revisions to ensure clarity, accuracy and persuasiveness.
Once an application is complete, grant writers must follow specific protocols for submitting their proposals, whether through online portals or physical mail. Following submission, they must track the status of the application and respond to any follow-up requests from the grantor.
Who Writes Grants?
Grants can be written by a wide variety of professionals, depending on the nature of the project and the organization seeking funding. Some of the people who frequently apply for grants include:
Grant Writers (Full-Time or Freelance)
Professional grant writers specialize in preparing grant applications on behalf of requesting organizations. They may work full-time for a single nonprofit, foundation or institution, or they may freelance, providing their services to multiple clients. A grant writer’s abilities — which encompass extensive experience in researching, writing and navigating the complexities of grant guidelines — play a crucial role in securing funding. Their expertise in crafting compelling proposals tailored to specific funders can greatly increase an organization’s chances of receiving a grant.
Nonprofit Staff
In many small- to medium-sized nonprofits, staff members — especially those in leadership, program development or fundraising roles — are responsible for writing grants. These individuals often juggle multiple responsibilities, and grant writing becomes part of their broader duties. While they may not be full-time grant writers, nonprofit staff members typically understand the organization’s mission and programs deeply, which enables them to effectively communicate the need for funding.
Academic Researchers
Professionals working at universities and research institutions often write grants to fund their scientific or academic projects. They apply for grants from government agencies, private foundations or corporations to support research in areas such as medicine, technology, social sciences and education. Grant proposals in academia tend to be highly technical, requiring detailed descriptions of research methodologies, expected outcomes and potential contributions to their field.
Consultants
Consultants — particularly those specializing in nonprofit management or project development — may assist organizations with the grant writing process. Their involvement can range from conducting research on potential funders to drafting the proposal itself. Consultants often bring external expertise and fresh perspectives, helping organizations present their projects in a way that resonates with grantors.
Government Employees
Local, state and federal government employees frequently write grants to secure funding for public projects and community services. These grants may support infrastructure development, educational programs, public health initiatives or social services. Writing grants for government agencies requires a strong understanding of public policy, regulatory requirements and the specific needs of the communities they serve.
Healthcare Professionals
In the healthcare field, doctors, nurses and hospital administrators may write grants to fund research, patient care programs or facility improvements. Whether applying for government research grants or funding from private foundations, healthcare professionals need to demonstrate how the proposed project will address specific healthcare needs or improve patient outcomes.
Business Development Managers
Business development managers, particularly those working in industries such as technology, education or healthcare, often apply for grants to support innovation, research or expansion efforts. Whether seeking funding from private investors, government programs or industry-specific grantors, these professionals tailor their proposals to highlight how grant funding can drive growth, innovation or product development within their organization.
Educators and School Administrators
Teachers, principals and other school administrators frequently write grants to fund educational programs, technology enhancements, extracurricular activities and facility improvements. These grants often come from government programs or educational foundations and focus on enhancing student learning experiences, improving resources and ensuring equitable access to education. Educators must clearly outline how the grant will directly benefit students and align with broader educational goals.
Components of a Grant Proposal
A well-written grant proposal is typically structured around key components that help the grantor understand the project’s goals, needs and potential impact. The following are the essential elements of a successful grant proposal:
- Executive Summary
The executive summary provides a high-level overview of the entire proposal. It succinctly outlines the purpose of the project, the amount of funding requested and the anticipated impact. This section should grab the reader’s attention, giving them a compelling reason to learn more about the project. Since most grant reviewers visit this section first, it’s crucial to highlight the most important details here. - Statement of Need
The statement of need explains why the project is necessary. It outlines the specific problem or opportunity the project aims to address, backed by data, research or testimonials. This section should clearly demonstrate that the grantor’s support will make a significant difference in addressing a real and pressing need. The goal is to convince the funder that the problem is urgent and that your organization is in a unique position to solve it. - Project Description
The project description is the heart of the proposal. It provides a detailed plan of action, including the project’s objectives, methods, timeline and expected outcomes. This section should answer key questions such as: What are you going to do? How are you going to do it? Who will benefit from the project? Make sure to present a well-organized and thorough explanation of how the project will be carried out, including who will be involved and what resources are required. - Budget
The budget section breaks down the financial costs associated with the project and shows how the requested funds will be used. It often includes categories such as personnel, equipment, materials and other direct and indirect costs. This section should be clear, detailed and aligned with the project description. Grantors want to see that their funds will be used efficiently and effectively, so the budget must reflect realistic financial planning. - Organization Information
This section provides background on your organization, including its mission, history and impact. Highlight any previous successes or relevant expertise that demonstrate your organization’s capability to manage the project and achieve the proposed outcomes. Grantors want to know that they are investing in a reputable, well-managed organization that can deliver on its promises. - Evaluation Plan
An evaluation plan outlines how you will measure the success of the project. This section explains the metrics and methods you will use to track progress and assess whether the project achieves its goals. Funders are often interested in accountability, and a clear evaluation plan shows that your organization is committed to assessing the effectiveness of the project and making data-driven adjustments if needed. - Sustainability Plan
The sustainability plan addresses how the project will continue after the grant funding has been used. It explains your long-term vision and the strategies you have in place to secure additional funding, partnerships or resources to ensure the project’s ongoing success. Funders are more likely to invest in projects that have a clear plan for sustainability, demonstrating that their contribution will have a lasting impact.
How Do You Write a Grant?
Many grant applications provide a clear template for how the funder would like the proposal laid out. But before you commit any words to paper, there are several steps to take to set your grant writing team up for success.
- Identify Funding Opportunities
Start by researching potential funding sources that align with your organization’s project or program. Look for grants from government agencies, foundations, corporations or other institutions that share your goals. Pay attention to the types of projects they fund, their past recipients and the size of the grants they offer. It’s important to target opportunities where your proposal (and requested funding amount) will be a good fit, as this increases the likelihood of securing funding. - Understand the Guidelines
Once you’ve identified a potential grant, thoroughly review the guidelines and requirements provided by the grantor. These guidelines usually specify the eligibility criteria, required documents, formatting rules and submission deadlines. Make sure you understand all of the details, as failure to comply with even minor requirements can result in your application being rejected. - Develop a Proposal Outline
Before you begin writing, create an outline. This helps you organize your ideas and ensures that each component of the grant proposal is covered. The outline should follow the structure detailed in the grantor’s guidelines and include sections such as the executive summary, statement of need, project description, budget and sustainability plan. This will serve as a roadmap for your writing process. - Gather Information
Collect all the necessary information and data to support your proposal. This may include background research, statistics, testimonials, previous program successes or other relevant documentation that highlights the need for the project and its potential impact. You’ll also need financial information for the budget, along with details about your organization’s mission, history and experience. Gathering this data in advance will make the writing process smoother. - Write the Proposal
With your outline and data in hand, now you may begin writing the grant proposal. Follow the structure you’ve developed, making sure to tailor your language and tone to the specific grantor. Be clear, concise and persuasive, focusing on how your project aligns with the funder’s goals. Emphasize the need for the project, your plan to execute it and the impact it will have. Use compelling narratives backed by data to make your case. - Review and Revise
After drafting the proposal, take time to review and revise it carefully. Look for clarity, accuracy and completeness, ensuring each section clearly communicates your message. Make sure the proposal follows all formatting and submission guidelines. Editing is crucial to eliminate errors and improve the overall flow, making your proposal as strong as possible. - Seek Feedback
Before submitting the proposal, share it with colleagues, stakeholders or experienced grant writers for feedback. Outside perspectives can help identify areas that need improvement or clarification. Constructive feedback can refine your proposal and increase its chances of success. - Prepare Supporting Documents
Many grant applications require additional documents such as financial statements, letters of support, resumes of key project staff or proof of nonprofit status. Review the grantor’s checklist and ensure all required materials are included. Organize these documents in the format requested and double-check for accuracy and completeness. - Submit the Proposal
Once everything is ready, submit your proposal according to the instructions provided by the grantor. This may involve uploading the proposal and supporting documents to an online portal, sending an email or mailing a physical copy. Be sure to meet the submission deadline and confirm that all materials have been received. - Follow Up
After submission, it’s important to follow up with the grantor to track the status of your application. Some funders may request additional information or clarification. Respond promptly and professionally to any requests, and keep an open line of communication. Following up also demonstrates your organization’s commitment and interest in the grant, which can make a positive impression on the funder.
Tips for Writing Successful Grant Proposals
Writing a grant proposal that stands out can be challenging, but following these tips will help improve your chances of success:
- Follow the guidelines: Always adhere strictly to the funder’s guidelines and instructions. These often include specific formatting, word limits, document requirements and submission processes. Failure to follow these instructions can result in your proposal being disqualified, even if your project is a great fit. Pay close attention to every detail to ensure your proposal meets the grantor’s criteria.
- Know your audience: Tailor your proposal to the specific grantor. Research their mission, priorities and past funding decisions. This will help you align your language and project goals with their interests. Show that you understand what they value and how your project addresses those priorities. A personalized approach demonstrates that you’ve done your homework and that your project is a strong match for their funding.
- Be clear and concise: Grant reviewers read many proposals, so it’s essential to make yours easy to read and understand. Avoid jargon, long-winded explanations and vague language. Be clear and direct, focusing on the most important details of your project. Present your case logically and ensure your objectives and methods are easy to follow. The clearer and more concise your proposal, the more likely it is to be well-received.
- Clearly demonstrate need: Make a compelling case for why your project is necessary. Use data, research and real-world examples to highlight the issue or challenge your project will address. The more you can prove the urgency of the need, the more likely the funder is to support your project. It’s also helpful to demonstrate how your project fills a gap that existing programs or solutions do not.
- Set realistic goals and objectives: Grantors want to see that your project has clear, measurable objectives that are achievable within the timeframe and budget you’ve outlined. Be specific about what you aim to accomplish and how you plan to achieve it. Avoid overpromising — realistic goals show that your project is well-planned and grounded in reality, which gives funders confidence in your ability to deliver.
- Provide a detailed budget: A strong budget is transparent and detailed, showing how every dollar will be used. Break costs down into categories such as personnel, equipment, materials and administrative expenses. Some grantors have funding restrictions — for example, some exclude capital expenditures or salaries — so watch that you don’t include any ineligible line items. Make sure the budget aligns with your project plan and is realistic for the scope of work you’re proposing. Funders want to know that their investment will be managed wisely, so a well-prepared budget is crucial.
- Highlight your organization’s strengths: Showcase your organization’s expertise and track record. Include examples of previous successes, relevant experience and key staff members who will contribute to the project. Funders want to know that the organization they are supporting is capable and well-positioned to achieve the goals outlined in the proposal. Highlighting your strengths builds credibility and trust.
- Plan for evaluation and sustainability: Grantors are often interested in how you plan to measure the success of your project. Include a clear evaluation plan that outlines how you’ll track progress and assess outcomes. Show how your project will continue after the grant funding ends by including a sustainability plan. This demonstrates that their investment will have a long-term impact and that your organization has thought beyond the initial funding period.
How to Find Grants
Finding the right grants for your organization starts with having a clear understanding of the project or program you need funding for. Define your project’s goals, objectives and funding needs in detail before beginning your search. This will help you focus your efforts and identify the most appropriate funding sources. Grants can come from a variety of sources, including government agencies, private foundations and corporations, so it’s important to determine the type of grant you are seeking early in the process.
A great way to start your search is by using online grant databases and directories, which provide access to thousands of grant opportunities across multiple sectors. These platforms allow you to search based on criteria like your organization’s mission, the type of funding you need and your geographic location. Federal, state and local government websites often list available grants, particularly those supporting public initiatives in areas such as education, healthcare and social services. Explore agencies relevant to your field, such as the U.S. Department of Health and Human Services or the National Endowment for the Arts, to target industry-specific funding opportunities.
Colleagues and professional organizations can be another valuable resource. Connect with others in your field, attend industry conferences and participate in webinars or workshops to discover new grant opportunities and funding trends. Many grants are publicized at these events or through professional associations related to your area of expertise. Subscribe to newsletters, and magazines focused on philanthropy and fundraising to stay up-to-date on newly announced grants and emerging funding sources.
Don’t overlook local resources such as community foundations or public libraries, which often maintain grant directories and offer workshops or support services for nonprofits. Many cities also have grant-writing support organizations and nonprofit resource centers that can provide guidance or even help identify potential grants. If you’re looking for more tailored opportunities, research private foundations and philanthropic organizations that align with your mission. By using a combination of these resources, you’ll have a broad range of options to find the perfect grants for your projects.
If you’re a nonprofit employee — whether you’re new to grant writing or looking to improve your abilities — building expertise in this area can significantly impact your organization’s success. To take the next step in your professional development and learn more about the key components of nonprofit leadership, consider exploring the Master of Nonprofit Leadership and Management (MSNP) program at the University of San Diego. By taking a holistic approach to leading and managing nonprofit operations, this program equips students with the tools and knowledge to make a lasting difference in their communities, no matter their specialty.