Grant writing can feel like a daunting task, but with the right approach, you can craft a compelling proposal that increases your chances of success. Whether you’re new to the process or looking to refine your skills, this guide will walk you through key steps to building a strong grant application.
Before You Write: Understanding the Process
First and foremost, grants are not free money—they are investments in solving real problems. It’s easy to chase funding opportunities, but avoid losing focus on your organization’s priorities—your grant should align with your goals, not create unnecessary work.
One of the most critical steps is thoroughly reading the Request for Proposal (RFP). Some requirements—such as matching funds—may not be obvious at first glance but could determine your eligibility. Save yourself the time and frustration of discovering ineligibility after putting in the hard work of writing.
Start with the Budget
A well-thought-out budget should guide your grant proposal. Knowing how you plan to spend the funds will shape your narrative. Every activity outlined in your work plan should be reflected in your budget—otherwise, you risk either:
- Writing yourself into an unfunded mandate (where you’ve promised to do work but lack the resources to support it)
- Realizing you can actually achieve your goals without needing the grant
Crafting the Need Section
The Need Section is often where grants are won or lost. Here’s where you outline the problem your project will address. The key is to highlight the issue without making your organization look incapable of managing funds.
Be intentional about how you frame your needs. For example, if a grant does not allow funds to be used for staff salaries, avoid making the case solely about needing more personnel. Instead, highlight how additional training or technology—eligible expenses—could improve efficiency and achieve the same goal. Always support your claims with data from multiple credible sources to strengthen your proposal.
Building a Strong Work Plan
This section details how you will implement the project, and it should be both clear and flexible. Use phrases like “such as” to leave room for adjustments while staying within the grant’s scope. Never find yourself asking “Now what?” after winning a grant—plan the details internally before applying.
If applicable, strong letters of support from stakeholders, community leaders, or beneficiaries can add credibility to your request.
Defining Measurable Outcomes
Grant funders expect clear, measurable outcomes—so how will you demonstrate success? Reviewing past performance reports can help you understand what metrics funders prioritize. Your outcomes should be specific, data-driven, and achievable. For example:
- Improving school safety by reducing response times to emergencies by 15% through enhanced communication tools
- Increasing teacher participation in professional development programs from 50 to 75 educators within a year
- Boosting student engagement by raising average attendance rates from 88% to 93% over the course of a semester
If defining exact numbers is challenging, structuring your goals within a timeline can also provide a clear roadmap for progress and accountability.
Evaluation & Sustainability
Your proposal should include a clear plan for evaluating effectiveness. Consider both formative (ongoing) and summative (final) evaluations, using both qualitative and quantitative data.
The sustainability section is often the hardest to answer—how will you continue funding this project once the grant runs out? Having a well-thought-out strategy for long-term impact will strengthen your application.
After You’ve Been Awarded the Grant
Securing a grant is an exciting milestone, but the real work starts now. To ensure a smooth implementation:
- Thoroughly review the Grant Award Notification (GAN) to understand all requirements and restrictions.
- Record important deadlines for reporting and project completion to stay on track.
- Make sure the right person signs and submits all required documents promptly.
- Organize your budget immediately and revisit your grant proposal to confirm alignment with the approved funding.
Essential Tips for a Strong Grant Application
- Keep your grants team informed—they may have insights on additional funding opportunities.
- Get a second pair of eyes on your proposal to catch errors and ensure clarity before submission.
- Handle federal grant registrations early to avoid last-minute issues that could delay your application.
By following these steps, you can confidently approach grant writing and improve your chances of securing the funding needed to make a real impact.
These tips were crafted with the guidance and knowledge of Jessica Harrison – Director of Grants Development for Northwest Shoals Community College.
Check out our recent webinar “Funding School Safety: Insights on the STOP Grant Process”
Want to know more about how nSide can help?
Email us: help@nside.io
Call us: 1-800-604-1822
