How to write a grant proposal

A grant proposal is a formal request for money. It’s written and sent to organizations, such as governments, foundations, or charities. The goal is to get funding for a specific project or program. 

These requests come from nonprofits, researchers, schools, or others seeking resources to fund projects or activities that align with the goals and objectives of the grant-making organization.

Grant proposals bridge the gap between vision of doing something big and action to make it possible. 

Why do grant proposals matter?

Numerous foundations, non-profit organizations, and charitable entities are dedicated to improving people’s lives through innovative ideas and strategic plans. 

To transform these noble intentions into tangible results, financial support is essential. This is where crafting a compelling grant proposal into play. The proposal. It acts as a medium to convey not just the merits of your project but also its alignment with the values and goals of potential funders.

In this article, we’ll understand what is the meaning of a grant proposal and everything you need to write one. 

What is the meaning of a grant proposal?

A grant proposal is a document created to raise funds by any foundation or non-profit organization. The document is usually presented to grantmakers like organizations, individuals, or government agencies. 

The proposal contains essential information, such as the purpose of requesting funds, how the funds will be used, and the anticipated outcomes. If the grantmaker supports the proposal’s objectives and is convinced that you’re capable of making it happen, the likelihood of receiving the funds increases.

How to write a grant proposal? 

Asking for grant money can be hard. Writing a grant proposal can be complex, but it follows a structured format. Here are the key steps to guide you through writing a grant proposal:

Step 1: Prepare for the proposal writing

Step 2: Craft an effective executive summary

Step 3: Present the problem statement

Step 4: Write a clear project description

Step 5: Demonstrate project feasibility

Step 6: Emphasize the project’s impact

Step 7: Craft a convincing organizational background

Step 8: Address evaluation and sustainability

Step 9: Write a compelling conclusion

Step 10: Review and edit the proposal

Step 11: Submit and follow-up

Step 1: Prepare for the proposal writing

Ensure your project fits the grantor’s criteria before you apply for the grant. Here’s how you can prepare. 

  1. Assess eligibility and requirements: Scrutinize the grantor’s criteria before diving into the proposal. For example, they may have budget limits, geographical specifications, or document demands. Careful examination ensures your project fits the bill, saving valuable time and enhancing your prospects.
  2. Establishing project goals and objectives: Clearly articulate your project’s objectives and desired outcomes, such as increasing literacy rates in a particular community. Ensure these goals are SMART: specific, measurable (e.g., improve reading skills by 15%), achievable, relevant, and time-bound. 

Step 2: Craft an effective executive summary

An executive summary is the concise version of a lengthy grant proposal. It helps stakeholders understand the proposal’s key points without having to read the whole document. 

Here’s how you can create an effective executive summary.

  1. Start with a strong hook: Begin with an attention-grabbing opening.
  2. Concise overview of the project: Summarize the project’s purpose and significance.
  3. Highlight key points and objectives: Use bullet points or lists to outline essential project details.
  4. Problem statement and solution: Present the problem and your solution succinctly.
  5. Budget and funding needs: Mention the budget and grant amount sought.
  6. Organizational background: Include a brief overview of your organization’s history and alignment.
  7. Sustainability and future plans: Touch on plans for project sustainability and the future.
  8. Conclusion and call to action: Conclude with a compelling summary and encourage further reading.

Learn more: How to write an executive summary

Step 3: Present the problem statement

A problem statement’s goal is to explain the impact of the problem in the community, the benefits of solving it, and the consequences of not doing so. Here’s how to go about it. 

  1. Identify the issue or need: Enable the grant reviewers to better understand the problem’s context and its urgency. Study the problem’s root cause and the impact it has. For this, you may need to consult with stakeholders and experts, as they can bring in their valuable perspectives. Avoid assumptions and define the problem specifically, measurably, and practically. 
  2. Provide supporting data and evidence: You cannot convince anyone with just word of mouth when seeking funding. Explain the problem and its consequences with supporting data and evidence. Offer detailed information on how and where the funds will be used. If you have a track record of success with similar projects, showcase it. The experience can significantly enhance your chance of persuading the grantor or reviewer.

Step 4: Write a clear project description

When you’re looking for grant money, explaining your project clearly is super important. It’s like drawing a map to show where you want to go. 

Here are the steps to write a clear project description:

  1. Define the project’s purpose: Start by stating the main objective of your project.
  2. Outline the scope: Describe the project’s activities and tasks.
  3. Identify the target audience: Specify who will benefit from the project.
  4. Highlight expected outcomes: Clearly state what you aim to achieve and use measurable metrics.
  5. Explain the significance: Describe why the project is important and how it addresses a specific need.
  6. Showcase the timeline: Provide an overview of the project’s timeline and when activities will occur.
  7. Clarify roles and responsibilities: Define who is responsible for different aspects of the project.
  8. Mention resources needed: List the required resources, including personnel, materials, and budget.

Step 5: Demonstrate project feasibility

Ensuring that your project is not just a well-conceived idea but also a practical, achievable endeavor is crucial to gaining the support of stakeholders and funders. 

Here are the key steps to demonstrate the feasibility of your project:

  1. Justify the budget: Clearly outline project expenses and income sources with a rationale for each cost.
  2. Identify necessary resources: List required materials, equipment, personnel, and partnerships.
  3. Assess risks and mitigation strategies: Identify potential challenges and provide strategies to address them.
  4. Highlight past successes and expertise: Showcase relevant accomplishments and team experience.
  5. Present a realistic timeline: Ensure that project timelines are reasonable and achievable.

Step 6: Emphasize the project’s impact

Assure funders that their resources will be used to benefit the intended recipients or community by highlighting the impact. Here are the steps to emphasize the project’s impact in a grant proposal:

  1. Define expected outcomes: Specify the project’s concrete results and use measurable metrics.
  2. Explain wider benefits: Describe how the project benefits the community or organization beyond immediate outcomes.
  3. Provide evidence and data: Support impact claims with research, case studies, or relevant statistics.
  4. Address sustainability: Explain how the impact will be maintained long-term.
  5. Link to funder’s objectives: Show alignment with the funding organization’s mission and priorities.

Step 7: Craft a convincing organizational background

Your organizational background serves as the foundation upon which funders evaluate your credibility and capacity to carry out the proposed project. 

Here’s how to create a compelling narrative of your organization’s history and expertise:

  1. Provide a succinct history: Offer a brief overview of your organization’s history, highlighting milestones.
  2. Articulate mission and values: Clearly state your mission and values, emphasizing alignment with the project’s goals.
  3. Highlight past successes: Showcase previous successful projects to demonstrate competence.
  4. Describe your team: Introduce key team members, emphasizing their qualifications and expertise.
  5. Share collaborations: Discuss relevant partnerships and collaborations.
  6. Discuss financial stability: Provide information about your financial stability and transparency.
  7. Connect to the community: Describe your organization’s role within the community or field.
  8. Communicate growth strategies: Explain your vision for the future and growth strategies.
  9. Tailor to the funder: Adapt your background to align with the funding organization’s interests and priorities.

Step 8: Address evaluation and sustainability

Exhibit to the grantor that your project will have a lasting impact. Evaluation refers to studying the effectiveness and success of your project. On the other hand, sustainability projects your project’s long-term success. 

Here are the steps to address evaluation and sustainability in a grant proposal:

  1. Evaluation methods: Clearly outline how you will measure project success with specific methods and indicators.
  2. Timelines for evaluation: Provide a timeline for ongoing assessments, including interim and final evaluations.
  3. Reporting and accountability: Explain how you’ll report results and maintain transparency and accountability.
  4. Feedback integration: Describe how beneficiary and stakeholder feedback will be used to improve the project.
  5. Sustainability strategies: Outline plans for sustaining project impact beyond the grant period.
  6. Diversification of funding sources: Detail strategies to secure funding from various sources to reduce dependency on one grant.
  7. Capacity building: Explain how your organization will develop the skills and capacity to manage and maintain the project.
  8. Long-term goals: Share your vision for the project’s long-term success and expansion.
  9. Risk mitigation for sustainability: Address potential risks to sustainability and describe strategies for mitigating them. 

Step 9: Write a compelling conclusion

Leave the reader with a clear idea of the project’s purpose and significance. It should tie all the elements of your proposal together and reinforce the importance of your project. 

Here’s how to craft a compelling conclusion:

  1. Summarize key points: Provide a concise summary of the main proposal points.
  2. Reinforce the problem and solution: Emphasize the problem’s significance and your project’s solution.
  3. Emphasize the impact: Highlight the expected impact of the project, using specific data if possible.
  4. Express gratitude: Show appreciation to the funding organization for considering your proposal.
  5. Connect to the funder’s mission: Reiterate alignment with the organization’s mission.
  6. Encourage support: Request support for your project, highlighting its potential for positive change.
  7. Convey confidence: Express confidence in your organization’s ability to execute the project effectively.
  8. End with a strong closing statement: Conclude with a memorable statement that leaves a lasting impression.

Step 10: Review and edit the proposal

Ensure that your proposal is clear, concise, error-free, and impactful. Here are the steps to effectively review and edit your proposal:

  1. Multiple reviewers: Involve multiple reviewers for diverse perspectives.
  2. Structure and flow: Check for logical structure and flow.
  3. Clarity and conciseness: Ensure clarity and conciseness.
  4. Grammar and syntax: Correct grammatical and syntax errors.
  5. Language and tone: Maintain a professional and suitable language and tone.
  6. Formatting and style: Follow formatting and style guidelines.
  7. Proofread numbers and data: Verify numerical accuracy.
  8. Content review: Examine sections for completeness and alignment with objectives.
  9. Consistency: Ensure consistent terminology and names.
  10. Persuasiveness: Evaluate the persuasiveness of the proposal.
  11. Test readability: Check for readability and comprehension.
  12. External review: Seek feedback from an external expert or colleague.
  13. Seek feedback: Encourage reviewers to provide specific feedback.
  14. Final proofread: Conduct a final proofreading for last-minute errors.

Step 11: Submit and follow up

The submission of your grant proposal is your moment of action, but it’s not the finish line. The real power lies in the strategic steps you take afterward. In this phase, you’ll actively engage with the funding organization, patiently await responses, and lay the foundation for a fruitful partnership.

Here’s how to navigate the submission and follow-up phase effectively:

  1. Submission checklist: Ensure all required documents and materials are in order.
  2. Adhere to deadlines: Meet the submission deadline.
  3. Confirmation of receipt: Request confirmation of proposal receipt.
  4. Patiently await response: Wait for the funding organization’s response.
  5. Prepare for questions: Anticipate questions or requests for additional information.
  6. Follow-up email: Politely inquire about the proposal’s status if there’s no communication.
  7. Thank you note: Send a thank you note, whether your proposal is approved or declined.
  8. Feedback request: If declined, request feedback for future improvement.
  9. Keep records: Maintain detailed records of all communication.
  10. Be persistent and responsive: Respond promptly to further communication regarding funding.

Common mistakes to avoid

Avoiding common mistakes is as crucial as crafting a compelling proposal. Steering clear of these errors can significantly improve your chances of success. 

Here are the steps to avoid common mistakes in grant proposals:

  1. Meet submission deadlines: Submit your proposal on time to avoid disqualification.
  2. Follow grant guidelines: Adhere to the specific requirements outlined by the funding organization.
  3. Craft a clear problem statement: Define the problem clearly and support it with data.
  4. Conduct thorough research: Back your claims with solid data and evidence.
  5. Proofread and edit: Eliminate grammatical errors, typos, and inconsistencies.
  6. Maintain clarity: Keep the language concise and straightforward.
  7. Create a strong executive summary: Craft an engaging summary to capture reviewers’ interest.
  8. Develop a realistic budget: Ensure the budget aligns with the project’s objectives and is well-explained.
  9. Align with the funder’s mission: Demonstrate alignment with the funding organization’s mission and priorities.
  10. Follow up and express gratitude: After submission, engage in follow-up and express gratitude for consideration.
  11. Tailor proposals: Customize each proposal to meet the unique requirements of each funder.
  12. Incorporate feedback: Learn from previous applications and incorporate feedback for improvement.


A well-crafted grant proposal can increase your chances of securing funding for your important projects. So, take the time to carefully plan and execute each section to make a compelling case for your cause. 

Ready to expedite your grant proposal process and boost your chances of securing vital funding? Signeasy’s user-friendly eSignature and contract workflow platforms make the process paperless and time-efficient. 

Take action now, streamline your grant proposal submission, and watch your projects come to life. Sign up for Signeasy today and elevate your grant-seeking journey. Success awaits!

Signeasy eSignature cta


1. How do you write a grant proposal?

To write a grant proposal, explain the project’s purpose, followed by the problem statement. Then, briefly outline why addressing the problem is crucial. Detail your plans for resolving the issue and highlight the potential benefits to society. 

Ensure that your objectives and plans are practical and achievable. To bolster your case, include statistics, charts, and expert feedback. The proposal should ultimately convince funders of the project’s authenticity and potential for success.

2. What are the different elements of a grant proposal?

A grant proposal typically consists of key elements: the executive summary, project description, problem statement, budget, evaluation plan, organizational background, and sustainability strategy. These elements work together to convey the project’s importance, feasibility, and alignment with the funding organization’s goals.

3. What is the difference between a grant and a grant proposal?

A grant is a sum of money provided to any organization or individual to offer support for various causes, projects, research, and initiatives. A grant proposal, on the other hand, is a document that outlines the details of a project and the organization, along with its funding requirements.

Recommended Reads