If you are ready to take your nonprofit’s fundraising efforts to the next level, you’ve likely thought about applying for grants. Or, perhaps you’ve applied but have been unsuccessful.

Grant proposals can be a game-changer for organizations looking to secure funding for their projects and initiatives, but many people find grant applications to be intimidating.

They don’t have to be.

While the process may seem daunting, breaking it down into manageable components makes grant writing much more approachable. Let’s walk through the key elements of a winning grant proposal.

Write a Winning Executive Summary: Your Grant Proposal’s Secret Weapon

Executive Summary: Your First Impression

Start strong with a concise executive summary. This half-page overview should:

• Explain why you’re requesting the grant.
• Outline your expected outcomes.
• Briefly describe how you’ll use the funds.

Think of this as your elevator pitch – make it compelling!

Writing an executive summary might seem challenging, but it’s your golden opportunity to grab a funder’s attention. Here are some key tips to make your executive summary shine:

Write It Last, But Make It First

The executive summary is the first thing the funding organization sees. Counterintuitively, the best approach is to write your executive summary after completing the entire proposal. This ensures you can capture the most critical points. Still, be sure to maintain a logical flow—and avoid unnecessary details.

Keep It Concise and Compelling

Your executive summary should be:

• Typically 4-6 paragraphs
• No longer than one page
• Clear, direct, and jargon-free

Know Your Audience

Tailor your summary to the specific grant organization. For example, if you’re applying to a food security foundation, highlight how your project addresses the specific concerns they care most about.

Getting Funding: Answer the Key Questions

Make sure your summary addresses all of the Ws:

• Who is your organization?
• What is your mission?
• Why is it important?
• What problem are you solving?
• What are your final goals?
• When will your goals be reached?
• Why are you the best team to execute this project?
• What are your funding needs?

Focus on the Opportunities

Grant writing doesn’t have to feel like a dry, bureaucratic exercise. Instead, think of it as telling a story of hope and possibility.

Instead of dwelling on the challenges, paint a vivid picture of the positive transformation your project will create. Funders want to invest in solutions, not just hear about difficulties. Show them how your nonprofit is a beacon of hope, turning obstacles into opportunities.

Speak Like a Human, Not a Textbook

Technical jargon is the fastest way to lose your reader’s attention. Imagine you’re explaining your project to a friend over coffee. Use clear, straightforward language that anyone can understand. Your goal is to make your passion infectious — to help the funding organization feel as excited about your mission as you are!

Great writing is about connection. Share real stories that illustrate your impact. Use concrete examples, personal anecdotes, and clear language that brings your mission to life. When funders can see the human impact behind the numbers, they’re more likely to support your cause.

How to Create Engaging Grant Writing:

• Use active voice.
• Keep sentences concise.
• Include specific, compelling details.
• Show your organization’s unique personality.
• Demonstrate genuine enthusiasm for your work.

Behind every grant proposal is a mission to make the world a little bit better. Let that mission shine through in every word you write!

Extra Pro Tips:

• Follow the funder’s specific guidelines. They’ll tell you exactly what they’re looking for in their grant solicitation.
• Highlight your unique value proposition. Explain why your organization is unique.
• Demonstrate your credibility. Talk about what you’ve already done, who is on your board of directors and/or in leadership positions, and have your financials in order.
• Include a subtle call to action. Don’t forget the “ask.” You’re not just telling a story; you’re asking for funding. Don’t be shy about this! Tell them what you need.

“Purpose of the Grant” Narrative: The Heart of Your Proposal

This section is where you’ll go deeper into your project’s details.

1. Clearly state the needs or problems you’re addressing. Don’t leave them guessing. Be specific.
2. Describe your target population and exactly how they’ll benefit. Again, be specific.
3. Outline your project goals and measurable objectives. You’ll expand more on this in the next section, but introduce them here.
4. Provide a timeline for implementation.
5. Identify project partners and their roles. Will you be working with other nonprofits, entities, or organizations? What will they be doing?
6. Acknowledge similar existing projects and explain how yours is different.
7. Highlight constituent involvement in planning. In other words, did you ask the people you’re helping what they want and need?
8. Describe key staff qualifications. Do you, the board, or the staff have degrees or experience that make them a good fit for the job? Who will be administering the grant?
9. Outline long-term funding strategies. Once you’ve run out of grant funding, how will the project be sustainable?

Evaluation Narrative: Proving Your Impact

Funders want to see that their investment will make a significant difference. A well-thought-out evaluation plan not only shows your willingness to be accountable, but also shows your ability to be open to continuous improvement. In marketing, people use KPIs, or key performance indicators, and this is no different. How will you know if your program is successful? What are you going to quantify?

Here’s how you’ll show it.

• Define and measure success. Are you going to measure success in terms with the number of people you help? Or perhaps the number of pets who get adopted? Maybe your goal is to provide a certain type of medical care. Whatever it is, be specific and talk numbers.
• Align your evaluation metrics with your project objectives. If you plan to help a specific number of people (or non-humans—whatever the case may be), make your project objectives match. For example, if you want to feed 100 stray dogs for one year, your evaluation metrics should include how much dog food you use each month and how many dogs you actually feed.
• Use both quantitative and qualitative measures. It’s not all about numbers. Quality of your impact counts, too. One of the best tools you can use to evaluate a project is to ask those who benefit about how they feel your project has impacted their lives. Interviews provide depth and nuance that numbers cannot. You can use interviews, surveys, focus groups, and questionnaires. Now there are even artificial intelligence (AI) platforms that allow you to gather qualitative insights like never before by using WhatsApp, texts, and so many other measures.
• Decide between formative (ongoing) and summative (end-of-project) evaluations. In some cases, we recommend doing both so that you can identify bumps in the road and fix them along the way.

Don’t forget to allocate sufficient resources for your evaluation methods, including any money needed for supplies, volunteers, technology, or whatever else you may need. Don’t sell yourself short on this step. A strong evaluation plan demonstrates your commitment to learning and improving, which can make your proposal more appealing to funders.

By expanding your evaluation section with these elements, you’ll show that you’re not just running a program, but you’re invested in understanding its impact and using that knowledge to create lasting change.

Dollars and Cents: Writing a Budget Narrative for a Grant

Here’s where you break down the financials:

• Provide a detailed grant budget, including line items for everything from postage to program staff salaries. Detail costs that range from the seemingly small ones, like postage, to the substantial costs, such as equipment purchases.
• Justify your expenses. Explain how each budget item relates to the project.
• List other funding sources you’ve approached, as well as whether or not those sources plan to also contribute.
• Indicate priority items if full funding isn’t possible.

Remember: Transparency is key. Be clear about where every dollar will go.

Organization Narrative: Establishing Credibility

Give funders a snapshot of your organization by:

• Summarizing your history and mission. (hint: This should also be prominent on your website.)
• Describe current programs and accomplishments.
• Include an organizational chart detailing who does what.

Attachments: Supporting Documents

Don’t forget to include:

1. IRS determination letter (501(c)(3) status)
2. List of Board of Directors with affiliations
3. Financial documents (annual budget, financial statements)
4. Letters of support (optional)
5. Annual report (if available)

Grant Writing Final Thoughts

Writing a grant proposal doesn’t have to be overwhelming. By breaking it down into these components, you can tackle each section methodically. Remember, your passion for your project should shine through in your writing. Be clear, be concise, and most importantly, be authentic.

Happy grant writing! Here’s to your nonprofit’s continued success!

Grant Consultation Help is Available

If you would like guidance on grant writing or any other aspect of nonprofit or foundation management, our expert consultants are here for you. Contact us today!