Comprehensive Guide:
Top 10 Tips for Writing Winning Grant Proposals for Nonprofit Organizations 

Where were you when you had your grant proposal rejected for the first time?

I have an inkling that you remember the day, time, and the shirt you were wearing. 😁

Whether it was your first or your last rejection, know that you're not alone in this struggle.

With the average success rate for grant proposals hovering around a mere 10%, the fear of rejection is a harsh reality for many nonprofit organizations.

But fear not!

In this comprehensive guide, we're sharing the top 10 tips for writing winning grant proposals. From crafting compelling narratives to maximizing your impact, we've got you covered.

Say goodbye to rejection and hello to success with our expert advice and strategies. Let's turn those "no's" into "yes's" and secure the funding your organization deserves!


Ready to dive in?

1. Research Thoroughly

Before wading into the writing process at all, take the time to conduct some thorough research. Familiarize yourself with the grant-making organization, its mission, funding priorities, and past grant recipients. Tailor your proposal to align closely with the funder’s objectives and demonstrate a clear understanding of their goals. This step is crucial because it shows that you are not just writing a generic proposal, but you are genuinely interested in the funder’s mission and goals. Check out Jane C. Geever’s book The Foundation Center's Guide to Proposal Writing to see how to effectively capture the attention of funders. 

2. Clearly Define Your Project Goals and Objectives

Articulate clear and measurable goals for your project or program. Define the specific outcomes you aim to achieve and the impact they will have on your target audience or community. Make sure your objectives are realistic, achievable, and aligned with the funder’s priorities. The goals and objectives should be specific, measurable, attainable, relevant, and time-bound (SMART). See CharityHowTo’s Crafting SMART Goals for Grant Proposals Workshop.


3. Tell a Compelling Story

Craft a compelling narrative that effectively communicates the significance of your project. Use storytelling techniques to engage the reader emotionally and illustrate the need for your proposed intervention. Highlight real-life examples, testimonials, and success stories to demonstrate the tangible impact of your work. A compelling story can help the funder understand the problem you are trying to solve and why your project is important. Cheryl A. Clarke has a book on compelling storytelling for Nonprofits. 

4. Address the Funder’s Criteria

Carefully review the grant guidelines and criteria provided by the funding organization. Ensure that your proposal addresses all required components, follows the specified format, and meets the evaluation criteria outlined by the funder. Pay close attention to word limits, formatting guidelines, and submission instructions. Not following the guidelines can result in your proposal being disqualified. Tori O'Neal-McElrath says more about this in her book Winning Grants Step by Step: The Complete Workbook for Planning, Developing, and Writing Successful Proposals 

5. Provide Clear and Concise Budget Details

Develop a detailed budget that clearly outlines the costs associated with your project. Break down expenses into categories such as personnel, supplies, equipment, and overhead. Provide justifications for each budget item and ensure that your budget aligns with the scope and objectives of your proposal. The budget should be realistic and justified, and the funder should understand how their investment will be used. Nonprofitready.org teaches more on budgeting for projects in their free online course Introduction to Project Budget.


6. Demonstrate Capacity and Sustainability

Demonstrate your organization’s capacity to successfully implement the proposed project. Highlight relevant experience, expertise, and partnerships that contribute to your organization’s credibility and ability to deliver results. Additionally, outline plans for project sustainability beyond the grant period, including fundraising strategies and long-term impact. The funder wants to see that their investment will make a lasting impact. This is The Only Grant-Writing Book You'll Ever Need and it’s by Ellen Karsh and Arlen Sue Fox.


7. Use Data and Evidence to Support Your Claims

Back up your assertions with data, evidence, and research findings. Use statistics, surveys, case studies, and other credible sources to substantiate the need for your project and the effectiveness of your proposed approach. Quantify outcomes wherever possible and provide concrete examples of past successes. Including data and evidence can make your proposal more convincing and demonstrate the impact of your work. Cheryl Carter New and James Aaron Quick say more in their book The Grantseeker's Toolkit: A Comprehensive Guide to Finding Funding. 

8. Customize Your Proposal for Each Funder

Avoid the temptation to use a one-size-fits-all approach to grant writing. Instead, tailor your proposal to fit the specific requirements and preferences of each funder. Customize your language, tone, and formatting to align with the funder's guidelines and communicate effectively with their review panel. This step shows that you have taken the time to understand the funder's priorities and tailor your proposal accordingly. Avoid the temptation. See more in Grant Writing for Dummies by Beverly A. Browning. 

9. Seek Feedback and Revise

Seek feedback from colleagues, mentors, or grant writing professionals to strengthen your proposal. Reviewers can provide valuable insights, identify areas for improvement, and offer suggestions for clarifying or expanding your ideas. Take their feedback into consideration and revise your proposal accordingly. Seeking feedback can help you identify blind spots and make your proposal stronger. You can also consult Andy Robinson in Grassroots Grants: An Activist's Guide to Grantseeking.


10. Proofread and Polish

Before submitting your proposal, carefully proofread and edit for clarity, coherence, and correctness. Check for spelling and grammar errors, inconsistencies, and formatting issues. Ensure that your proposal flows logically, communicates your ideas effectively, and leaves a positive impression on the reader. Submitting a well-polished proposal shows you are attentive to detail and professional. Find more details in this online workshop Advanced Grant Proposal Writing organized by Grant Central USA.

Writing winning grant proposals requires careful planning, research, and attention to detail.

By following these top 10 tips, organizations can increase their chances of success and secure the funding needed to make a meaningful impact in their communities. Remember to approach the grant writing process with dedication, creativity, and persistence, and don't hesitate to seek support from colleagues and mentors along the way. With the right approach and mindset, you can transform your grant proposals into compelling narratives that inspire funders to invest in your vision for change.

Keep in mind that grant writing is a skill that can be developed with practice, so don’t get discouraged if your first proposal is not successful.

Keep refining your approach and seeking feedback, and you will eventually succeed.

Watch our Video below to discover how to unlock winning Grant proposals. Easy Grant Writing from start to finish.

About The Author

Ethan Rivera is a distinguished grant writer with a rich background in securing funding for a diverse range of nonprofit causes and innovative startups. Known for his compelling narrative skills and strategic insights into the funding ecosystem, Ethan has successfully garnered support for initiatives in sustainability, education, and community development. Beyond his grant writing prowess, he's an active blogger and mentor, offering valuable resources and guidance to emerging grant professionals. Ethan's commitment to effecting positive change is evident in both his professional achievements and his dedication to fostering a supportive community for fellow grant writers.