How to Write a Grant Proposal That Gets Funded: A Step-by-Step Guide

Grants don’t just go to the best projects, they go to the best proposals. Here’s how to make yours impossible to ignore!

A strong proposal clearly defines your project, its impact, and how it aligns with the funder’s goals. It should be persuasive, well-structured, and detailed while keeping the funder’s priorities in mind.

This guide breaks down the grant writing process into clear steps, helping you craft a compelling proposal that stands out. Let’s get started!

1. Understand the Grant Guidelines

Before writing your proposal, carefully review the funder’s guidelines. Each grant has specific eligibility requirements, funding limits, deadlines, and formatting rules. Missing even a small detail can lead to disqualification.

• Identify who the grant is intended for (nonprofits, researchers, small businesses, etc.).

• Review funding priorities, what types of projects does the funder typically support?

• Check submission requirements (word limits, budget details, required documents).

A great way to improve your chances? Study past successful applications. Many organizations share examples or case studies that reveal what funders look for in a winning proposal.

2. Write a Strong Executive Summary

Your executive summary is the first thing reviewers read, so it must be clear, compelling, and straight to the point. In just a few paragraphs, summarize:

• The project’s purpose – What problem does it solve?

• Objectives – What measurable outcomes will be achieved?

• Impact – Who benefits and how?

• Funding use – What will the money specifically support?

Example:

"Our initiative aims to provide free STEM education workshops to underprivileged students, improving access to quality learning materials and hands-on experiments. With funding, we will reach 1,000 students in the next year, offering workshops in 10 underserved communities."

This section should hook the reader while giving a high-level overview of why your proposal matters. Keep it concise but persuasive.

3. Provide an Introduction to Your Organization

Funders want to know they’re supporting a credible, capable organization. Introduce your group with:

• Mission & history – What do you do, and why does it matter?

• Key achievements – Showcase past successes relevant to this project.

• Expertise – What makes your team the right choice for this grant?

Example:

"Founded in 2012, XYZ Foundation has provided after-school tutoring and STEM education programs to over 5,000 students from low-income backgrounds. Our work has led to a 40% increase in student performance in math and science, and we partner with local schools to ensure long-term impact."

Use data, testimonials, and case studies to add credibility. This section should prove that your organization has the experience and resources to execute the proposed project effectively.

4. Clearly Define the Problem or Need

A strong grant proposal clearly explains why funding is necessary. The problem statement should:

• Provide data and real-world examples to highlight the issue’s urgency.

• Explain who is affected and the consequences of inaction.

• Show that the problem has not yet been resolved and needs an innovative or scalable solution.

Finally, make a direct connection between the problem and your proposed project. Funders need to see that your initiative is the right solution to a pressing need.

5. Outline Your Goals and Objectives

Clearly defining what you want to achieve makes your proposal stronger. Goals should be broad and visionary, while objectives should be specific and measurable.

Use the SMART framework to define objectives:

• Specific – Clearly state what will be accomplished.

• Measurable – Include quantifiable indicators of success.

• Achievable – Ensure feasibility within the budget and timeline.

• Relevant – Align with both your mission and the funder’s priorities.

• Time-bound – Establish deadlines for completion.

This section should leave no doubt about how success will be tracked and reported back to the funder.

6. Describe the Project Plan and Implementation Strategy

A strong project plan reassures funders that your initiative is feasible and well-structured. This section should outline:

• Key activities – What specific actions will be taken to achieve the objectives?

• Timeline – When will each phase of the project occur?

• Roles and responsibilities – Who is responsible for executing different tasks?

• Potential challenges and solutions – What obstacles might arise, and how will they be addressed?

Example:

"Over the course of 12 months, our team will implement STEM education workshops across 10 schools. The first quarter will focus on curriculum development, the second on teacher training, and the remaining months on student workshops and impact assessment."

Using Gantt charts or structured tables can help visually map out the project’s timeline and major milestones.

7. Develop a Budget and Justification

Funders want to know exactly how their money will be used and why each expense is necessary. A clear budget should include:

• Personnel costs – Salaries, stipends, or consultant fees.

• Equipment & materials – Any tools, software, or resources needed.

• Operational expenses – Venue rentals, transportation, and administrative costs.

Instead of just listing costs, justify each one by linking it to the project’s goals.

Example:

"We request $50,000 to cover instructor salaries, curriculum materials, and transportation costs for students from low-income communities. Without these funds, participation would be severely limited due to accessibility barriers."

If applicable, mention matching funds or additional funding sources to show financial sustainability.

8. Explain Your Evaluation and Impact Measurement Plan

Funders expect measurable results. This section should outline:

• Key performance indicators (KPIs) – How will success be defined?

• Tracking methods – Surveys, interviews, data collection, or impact reports.

• Long-term impact assessment – How will the project’s effects be monitored beyond its completion?

For example, if you’re proposing an educational program, success could be measured by improvements in test scores, attendance rates, or student engagement.

A strong evaluation plan reassures funders that their investment will lead to tangible, reportable outcomes.

9. Include Supporting Documents

Many grants require additional documentation to verify your organization’s credibility. These may include:

• Letters of support from partner organizations or community leaders.

• Financial statements to demonstrate fiscal responsibility.

• Resumes of key personnel to highlight expertise and qualifications.

Skipping required documents can jeopardize your application, so double-check submission guidelines to ensure all materials are included and properly formatted.

10. Review, Edit, and Submit

Before submitting, take the time to refine and proofread your proposal:

1. Edit for clarity and conciseness – Remove unnecessary jargon and ensure readability.
   
   
   

2. Check for consistency – Ensure numbers, objectives, and formatting are aligned throughout the document.
   
   
   

3. Seek feedback – Have a colleague, expert, or mentor review your proposal for constructive criticism.
   
   

4. Verify submission requirements – Double-check deadlines, formatting guidelines, and required attachments.

A well-polished, error-free proposal shows professionalism and increases your chances of funding.

Final Tips for Success

A strong grant proposal is clear, tailored, and compelling. Avoid jargon, stay concise, and align your project with the funder’s priorities. Learn from feedback and refine your approach over time.

Jenni AI can assist in streamlining the writing process by improving clarity, structuring content, and refining proposals efficiently. Explore Jenni AI to enhance your grant writing and increase your chances of success!