Writing Winning Grant Applications
The complete guide to crafting applications that reviewers want to fund
Truth: Great programs don't automatically get funded – well-written applications do. This guide shows you how to present your work in ways that make reviewers enthusiastic about supporting you.
The 4 Pillars of Winning Applications
Clear Problem
Specific, urgent need backed by local data
Proven Solution
Evidence-based approach with realistic plan
Strong Capacity
Track record and systems to deliver results
Measurable Impact
Clear outcomes you can track and report
Section-by-Section Writing Guide
Problem Statement & Need
Convince reviewers that your community faces a real, urgent problem
Typically 20-30% of narrative of your narrative
Key Elements to Include:
- Specific, local data showing the scope of the problem
- Clear definition of who is affected and how
- Evidence that current solutions aren't working
- Connection between the problem and your organization's mission
Common Mistakes to Avoid:
- Using only national statistics instead of local data
- Describing problems too broadly or generally
- Failing to explain why existing programs haven't solved it
- Making emotional appeals without supporting evidence
Strong Example:
"In Johnson County, 340 families with children are experiencing homelessness, a 45% increase from 2021 (County Housing Authority, 2023). While three shelters serve adults, none accept families with pets, forcing 60% of homeless families to choose between housing and beloved animals that provide crucial emotional stability during trauma."
Weak Example:
"Homelessness is a serious problem affecting many families in our community. People need safe places to stay."
Project Description & Approach
Show exactly how you'll solve the problem with evidence-based methods
Typically 30-40% of narrative of your narrative
Key Elements to Include:
- Clear logic connecting activities to outcomes
- Evidence that your approach works (research, pilots, similar programs)
- Realistic timeline with specific milestones
- Explanation of why this approach fits your population
- Plans for handling challenges and setbacks
Common Mistakes to Avoid:
- Activities that don't logically lead to stated outcomes
- No evidence that the approach has worked elsewhere
- Unrealistic timelines with no buffer for problems
- Generic approaches not tailored to your community
- No mention of potential obstacles or solutions
Strong Example:
"Our Housing First model eliminates barriers by accepting families with pets, following evidence from Salt Lake City's program that reduced family homelessness by 91% (National Alliance to End Homelessness, 2022). Families receive immediate temporary housing in pet-friendly units while case managers help secure permanent housing within 90 days."
Weak Example:
"We will provide housing assistance and case management services to help families get back on their feet."
Organizational Capacity
Prove you have the skills, experience, and systems to deliver results
Typically 20-25% of narrative of your narrative
Key Elements to Include:
- Staff qualifications directly relevant to the project
- Organizational track record with similar programs
- Financial management and reporting systems
- Board engagement and governance structure
- Key partnerships that strengthen your capacity
Common Mistakes to Avoid:
- Staff resumes that don't match project requirements
- No examples of successfully managing similar projects
- Weak financial management history or late reports
- Inactive board or poor governance practices
- Partnerships that exist only on paper
Strong Example:
"Program Director Maria Santos holds an MSW and managed similar programs at two other agencies, housing 150+ families over five years. Our organization has administered $2.3M in federal grants with zero compliance issues, and our board includes homeless services veterans from three major nonprofits."
Weak Example:
"Our dedicated staff and committed board have the passion and experience needed to make this program successful."
Evaluation & Measurement
Show how you'll track progress and demonstrate impact
Typically 15-20% of narrative of your narrative
Key Elements to Include:
- Specific, measurable outcomes tied to activities
- Realistic data collection methods and timeline
- Plans for using evaluation results to improve programming
- Baseline data or clear plan for collecting it
- Mix of quantitative metrics and qualitative feedback
Common Mistakes to Avoid:
- Vague outcomes like 'improved wellbeing' or 'better outcomes'
- No clear plan for how data will be collected
- Evaluation methods that are too complex or expensive
- No baseline data and no plan to establish it
- Only measuring activities, not actual outcomes
Strong Example:
"We'll track three key outcomes: (1) 80% of families housed within 90 days, (2) 85% maintain housing after one year, (3) 90% report reduced stress about pet separation. Data collection includes case management records, 6-month follow-up surveys, and quarterly focus groups with participants."
Weak Example:
"We will evaluate our program's success through surveys and tracking participation."
Budget Writing Principles
Your budget is just as important as your narrative. It should tell a clear story about how you'll use funds efficiently to achieve results.
Every Line Item Should Tell a Story
Your budget should support your narrative. Each expense should clearly connect to achieving your stated outcomes.
Good Example:
Family Case Manager (1.0 FTE): $55,000 salary + $16,500 benefits = $71,500. Serves 50 families annually, providing intensive support during 90-day housing search period.
Poor Example:
$71,500 - Staff salary and benefits
Research Actual Costs
Use real market rates, not guesses. Reviewers know what things cost and will question unrealistic numbers.
Good Example:
Office rent: $15/sq ft × 1,200 sq ft = $18,000 annually (based on comparable nonprofit office space in downtown area)
Poor Example:
Office expenses: $5,000
Show Sustainability Thinking
Demonstrate how the program continues after grant funding ends, even if you're not asking for ongoing support.
Good Example:
Year 3: City housing department commits $45,000 annually to continue case management position based on demonstrated outcomes.
Poor Example:
No mention of what happens after grant period
Match Expenses to Timeline
Your budget should reflect when activities actually happen, not spread costs evenly across years.
Good Example:
Staff training: $8,000 in Month 2 (intensive training before service delivery begins)
Poor Example:
Staff training: $2,667 per year for three years
Advanced Writing Techniques
Lead with Impact, Not Need
Start sections with what you'll accomplish, then explain why it's needed.
Use Active Voice and Strong Verbs
Active voice creates urgency and shows your organization taking action.
Include Specific Numbers and Timeframes
Concrete details show you've thought through implementation carefully.
Connect Every Activity to Outcomes
Don't just list what you'll do – explain how each activity leads to your desired results.
Inside the Reviewer's Mind
I asked experienced grant reviewers what they really think when reading applications. Here's what they told me:
What makes reviewers excited about an application?
"Clear, specific proposals that address real problems with proven solutions. We love seeing realistic timelines, appropriate budgets, and organizations that have clearly done their homework."
Key Insight: The best applications read like detailed implementation plans, not vague promises.
What are the biggest red flags?
"Budgets that don't match the narrative, unrealistic promises, and proposals that seem copied from other applications. Also, never seeing evidence that the organization has successfully done anything similar."
Key Insight: We can usually tell within two pages if an organization is serious and prepared.
How important are partnerships and letters of support?
"Very important, but they need to be real partnerships, not just letters from friends. We want to see specific commitments – what exactly will each partner contribute?"
Key Insight: A letter saying 'we support this great organization' is worthless. A letter saying 'we commit to providing office space valued at $12,000 annually' shows real partnership.
What do you wish more applicants understood?
"We want to fund you! We're not looking for reasons to reject applications. Make our job easy by directly addressing the review criteria and being clear about what you're asking for and why."
Key Insight: The organizations that win grants help reviewers advocate for them in the decision room.
Quality Control Checklist
Before You Write
- Read the full guidelines (not just the summary)
- Confirm your organization meets all eligibility requirements
- Check that your project aligns with funder priorities
- Verify you can meet all reporting and compliance requirements
- Confirm deadline and submission requirements
While Writing
- Address every question and requirement in guidelines
- Stay within word/page limits for each section
- Use clear headings that match the application structure
- Include specific, measurable outcomes for every activity
- Cite credible sources for all claims and statistics
Before Submitting
- Have someone unfamiliar with your organization review for clarity
- Check that budget totals match throughout the application
- Verify all required attachments are included
- Proofread for typos, especially organization and funder names
- Submit 24-48 hours before deadline to avoid technical issues
Final Pro Tips from Successful Grant Writers
Writing Process:
- • Write your first draft to get ideas out, then ruthlessly edit
- • Read your application aloud – if you stumble, reviewers will too
- • Use specific examples and stories to illustrate abstract concepts
- • Have someone unfamiliar with your work read it for clarity
Strategy:
- • Apply to grants where you're a strong fit, not just any grant
- • Address review criteria directly – don't make reviewers guess
- • Show, don't tell – use evidence instead of claims
- • Think like a reviewer: what would convince you to fund this?
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