15 Grant Writing Tips for Beginners: Expert Advice

Grant writing is a skill — and like any skill, it improves with practice and the right guidance. Here are 15 tips that separate successful applicants from the rest.

Before You Write

1. Read the Guidelines Three Times

First read: Get the big picture — what are they funding?

Second read: Note specific requirements — page limits, font size, required sections

Third read: Understand priorities — what do they emphasize? What examples do they give?

Pro tip: Create a checklist of every requirement. Check off each item before submitting.

2. Confirm You're Actually Eligible

Don't waste time on applications you can't win:

• Organization type (nonprofit, government, etc.)
• Geographic restrictions
• Focus area alignment
• Size/budget requirements
• Required certifications

When in doubt: Contact the program officer. A 5-minute call can save hours of work.

3. Research the Funder

Before writing, understand:

• What have they funded before?
• What's their funding range?
• Who are their board members?
• What language do they use?
• What are their stated priorities?

For foundations: Check their 990 forms for grant history For federal: Look at past awards on USAspending.gov

Writing Your Application

4. Lead with Impact, Not Need

❌ Weak opening: "Our community has high poverty rates and lacks resources..."

✅ Strong opening: "This project will train 200 unemployed adults for high-demand jobs, generating $2.4M in new income for our community..."

Funders fund solutions, not problems.

5. Be Specific with Numbers

❌ Vague: "We will serve many youth in our community."

✅ Specific: "We will serve 150 youth ages 14-18 from the Eastside neighborhood, providing 40 hours of job training per participant."

Specific = credible. Vague = amateur.

6. Use Their Language

Mirror the funder's terminology:

• Read their website, annual reports, past RFPs
• Note key phrases and priorities
• Incorporate their language naturally

Example: If they emphasize "collective impact," use that term. If they say "evidence-based," cite your evidence.

7. Tell Stories AND Use Data

Data alone is dry:

"78% of participants reported improved outcomes."

Stories alone lack credibility:

"Maria found hope through our program."

Together, they're powerful:

"Maria is one of 156 participants (78%) who found stable employment through our program, increasing her family income by $18,000 annually."

8. Make It Scannable

Reviewers read dozens of applications. Help them:

• Bold key points
• Use bullet lists
• Include clear headings
• Keep paragraphs short (3-4 sentences)
• Use white space

Reality: Reviewers often skim first, then read closely. Make your key points visible.

9. Be Honest About Challenges

Acknowledging potential obstacles (and your mitigation plans) builds trust:

"We anticipate participant retention may be challenging given our population's transportation barriers. To address this, we've partnered with Metro Transit to provide free bus passes and will offer flexible scheduling including evening sessions."

Funders know nothing is perfect. Show you've thought it through.

The Budget

10. Budget Tells Your Story

Your budget should align perfectly with your narrative:

• If you describe 3 staff positions, show 3 in the budget
• If training is central, training costs should be significant
• If you mention evaluation, include evaluator costs

Mismatches raise red flags.

11. Show Your Math

Don't just list "$12,000 for supplies." Break it down:

"Educational supplies: $12,000

• Textbooks: 50 students × $120 = $6,000
• Lab materials: $400/month × 12 months = $4,800
• Office supplies: $100/month × 12 months = $1,200"

Detailed = thoughtful. Round numbers = suspicious.

Before Submitting

12. Get Outside Eyes

Have someone unfamiliar with your project read it:

• Do they understand what you're proposing?
• Can they summarize your request?
• Did they find typos you missed?
• Do they have questions the funder might have?

Fresh eyes catch what yours miss.

13. Check Formatting Requirements

Applications rejected for:

• Wrong font or size
• Exceeding page limits
• Missing required sections
• Wrong file format
• Incomplete forms

Follow instructions exactly. This isn't the place for creativity.

14. Submit Early

Why submit before the deadline:

• Technical issues happen
• Systems crash at deadline
• You can fix errors if caught early
• Shows organization and planning

Aim for 48 hours before deadline.

15. Keep Records for Next Time

After submitting, document:

• What you proposed
• Budget details
• Who you contacted
• Feedback received (if any)
• Outcome and score (if available)

Each application teaches you something. Capture those lessons.

Quick Reference Checklist

Before writing:

• Read guidelines 3x
• Confirmed eligibility
• Researched funder history
• Created requirements checklist

While writing:

• Led with impact
• Used specific numbers
• Mirrored funder language
• Combined stories + data
• Made it scannable
• Addressed challenges honestly

Budget:

• Aligns with narrative
• Shows calculations
• No suspicious round numbers

Before submitting:

• Outside reader reviewed
• Formatting requirements met
• Submitted 48+ hours early
• Kept copy for records

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