Grant funding is the lifeline of most nonprofits. It’s how you expand programs, launch new initiatives, and keep the lights on without relying solely on donations.
But grants are competitive—only about one in ten proposals gets funded. That means a successful grant application needs clear strategy and sharp writing skills.
A good grant proposal isn’t just paperwork—it’s a persuasive argument. You’re making the case that your nonprofit isn’t just deserving of funding, but that investing in your work will drive real, measurable impact.
And that’s what this guide is all about: how to write grant proposals that actually get funded.
Finding the Right Grant Opportunity
Most nonprofits waste time applying for grants they’ll never win. Not because their work isn’t worthy, but because they’re chasing the wrong funding opportunity.
Before you even start the grant application process, you need to be strategic about where you apply. Every funder or funding agency has specific priorities, and if your mission doesn’t align, your proposal is dead on arrival.
Where to Look for Grant Funds
Federal grants offer some of the largest funding amounts, but they come with heavy competition and bureaucracy. State and local government grants tend to be easier to secure. Private foundations and corporate grants, while smaller, can be great sources if their funding priorities match your work.
There are databases that make grant hunting easier:
- Grants.gov – The biggest source of federal funding opportunities.
- Foundation Directory Online – A database of private foundations and their funding history.
- Candid (formerly GuideStar) – Helps you track funders and their past giving patterns.
- Local government & corporate websites – Many companies and cities list nonprofit funding opportunities directly.
Keep a running list of deadlines, requirements, and priorities. A spreadsheet with key details will save you from scrambling later.
Preparing to Write Your Grant Proposal
Writing grants isn’t just about writing—it’s about preparation. You gather data, assign tasks, and make sure your proposal is airtight before you ever touch the keyboard.
Most grants take 15-20 hours to write. If you’re applying for a federal grant program, that number jumps to over 100 hours. Plan ahead.
What You’ll Need for Successful Grant Writing
Regardless of where your nonprofit is based, most funders will require some standard documents to assess your eligibility and financial health:
- Proof of nonprofit status
- U.S.: 501(c)(3) designation, Employer Identification Number (EIN)
- UK: Registered charity status (Charity Commission registration), Company House number (if applicable)
- Canada: Registered Charity Number from the Canada Revenue Agency (CRA)
- Australia: Deductible Gift Recipient (DGR) status or Australian Charities and Not-for-profits Commission (ACNC) registration
- EU: Local country registration for nonprofits, depending on jurisdiction
- Organizational budget – Funders want to see financial stability. Include an overview of income, expenses, and any restricted funds.
- Board member list – Funders want to know who’s leading the organization. Include names, roles, and relevant experience.
- Success stories & impact data – Your funder needs proof that their investment will make a difference. This includes:
- Case studies of beneficiaries or past projects
- Data showing improvements in the issue your nonprofit addresses
- Testimonials from program participants or community partners
If you’re applying for a large grant award, consider assigning a team to handle different parts of the proposal:
- An experienced grant writer for the main narrative
- A finance lead prepares the budget
- Leadership secures letters of support
For government grants, be prepared to provide additional financial audits and compliance reports, which may vary depending on the funder’s regulations.
Writing a Strong Nonprofit Grant Proposal
A winning grant proposal follows a structured format. Every section needs to be compelling, clear, and packed with proof that your nonprofit gets results.
Executive Summary
This is your elevator pitch. If the reviewer reads nothing else, this should tell them who you are, what you need, and why it matters. Keep it tight—no fluff, no filler.
Example:
“XYZ Literacy Foundation is dedicated to closing the literacy gap in underserved communities. We seek $50,000 to expand our mentorship program, equipping 500 students with the skills to improve their reading proficiency by one full grade level within a year.”
Needs Statement
This is where you prove why your work matters. Data and storytelling go hand in hand here.
Instead of saying, “Many kids struggle with reading,” show the numbers:
“In our city, 40% of third graders cannot read at grade level. Research shows that children who fall behind in literacy by third grade are four times more likely to drop out of high school. Our program directly addresses this crisis by providing one-on-one literacy mentorship to at-risk students.”
If you can, pair data with a real-world story. Numbers hit the brain; stories hit the heart. A potential funder want both.
Goals & Objectives
This is where you define success. Your goals should be big-picture, while your objectives should be measurable.
Weak example: “We want to help kids read better.”
Strong example: “By the end of our program, 80% of participating students will increase their reading scores by at least one grade level.”
Funders need to know their money is going toward tangible results, not vague aspirations.
Project Design & Implementation
Here’s where you break down how you’ll execute your plan. Be detailed. Show funders that your plan is realistic, organized, and scalable.
- What activities will take place? (e.g., weekly tutoring sessions)
- Who will be involved? (e.g., trained volunteer mentors)
- What’s the timeline? (e.g., six-month program cycle)
Funders also care about long-term sustainability. They don’t want to fund a program that will disappear the moment their money runs out. Address how you’ll keep things running beyond the grant period—whether through future fundraising, partnerships, or revenue-generating activities.
Evaluation Plan
Funders want to know how you’ll measure impact. This section proves that you’re accountable.
Example:
“We will assess student literacy levels at the beginning and end of the program using standardized reading assessments. Success will be defined as a minimum one-grade level improvement in reading proficiency for at least 80% of participants.”
If your program doesn’t have strong evaluation methods, you’ll struggle to secure funding.
Grant Budget & Justification
Show exactly how you’ll spend the money. Funders don’t like vague budgets—they want to see a clear financial plan.
Bad example:
“$50,000 for program expenses.”
Good example:
- $25,000 – Staff salaries (program coordinator, literacy coaches)
- $10,000 – Learning materials (books, workbooks, digital licenses)
- $5,000 – Volunteer training
- $5,000 – Community outreach
- $5,000 – Administrative costs
Be specific and justify every line item. If you’re requesting financial aid for salaries, explain why those roles are critical to success.
Best Practices for Grant Writing Success
A successful grant proposal adheres to the following tips:
- Align your proposal with the funder’s mission—customize each application instead of copy-pasting generic content.
- Use clear, straightforward language—grant reviewers don’t want to decode jargon. Avoid overly academic writing.
- Tell a story—data is powerful, but personal impact stories bring your proposal to life.
- Proofread—typos and sloppy writing make you look unprofessional.
- Add a cover letter—this can help make your case more strongly.
After Grant Submission: What’s Next?
Following Up With the Funding Organization
Once you submit, don’t just wait in silence. A polite follow-up email thanking the funder for their consideration can keep your organization top of mind.
Handling Rejection
If you don’t get the grant, don’t take it personally. Most nonprofits face rejection before securing funding. Request feedback if possible—it can help you strengthen your next application.
Managing the Grant
If you win the grant, follow through on everything you promised. That means tracking spending, measuring results, and submitting required reports on time. Funders want to know their investment is being used wisely—doing this well makes you a strong candidate for future funding.
Final Thoughts on the Grant Writing Process
Grant writing isn’t easy, but it’s a skill that pays off—literally. Successful grant writers unlock funding that can help their nonprofit organization grow and serve more people.
But the work doesn’t stop there. You still need to build awareness for your cause, and one of the strongest ways to do that is on LinkedIn. With over 1bn members, LinkedIn is a great way to tap into a professional network of affluent funders.
See our guide on LinkedIn post ideas for nonprofits to help you show up and make an impact.
If you need help crafting a winning proposal that positions your nonprofit for success, get in touch. We offer proposal writing services and an invite-only, live cohort course that teaches grant writing basics for professional development.
Mo is the founder and CEO of Column, helping leaders shape public opinion through content and research. Connect with him on LinkedIn.
