7 Grant Writing Mistakes That Could Cost You the Award

By Willie Finklin, CFRE, The Grant GOAT

You’ve poured your heart into it. You’ve spent hours drafting, editing, and perfecting your grant proposal. You hit “submit” with confidence… only to get that dreaded email: We regret to inform you...

I’ve been there. I’ve seen it happen to nonprofits with incredible missions and powerful stories.
And more often than not, the reason they lose out on funding isn’t because their work isn’t worthy.
It’s because their proposal was riddled with avoidable mistakes.

The truth is, grant writing isn’t just about what you say—it’s about how you say it and how you structure it.
So before you send off that next application, let’s walk through the seven biggest mistakes I’ve seen cost nonprofits the funding they deserve.

1. Ignoring the Funder’s Guidelines

Listen, I know this sounds basic, but you’d be shocked how many proposals get tossed because the applicant simply didn’t follow instructions.
If the funder asks for a 3-page narrative, don’t submit four. If they want Times New Roman, 12 pt. font, you better not try to get cute with Arial.

Funders have strict guidelines because they’re trying to make fair comparisons. If you ignore them, you’re telling them: I can’t follow instructions.

Pro Tip:
Print out the guidelines. Highlight key requirements.
And check them off one by one as you complete your draft.

2. Vague or Unfocused Needs Statement

Here’s the deal: funders don’t want to fund a problem—they want to fund a solution.
If your needs statement is vague, overly emotional, or packed with statistics without context, it falls flat.

Instead of:
"Poverty is a huge problem in our community."

Try this:
"In Jacksonville, 14% of families live below the poverty line, with 7% experiencing food insecurity. Our program addresses this by providing 150 families with bi-weekly meal boxes and financial literacy training."

Make it tangible. Make it local. Make it real.

3. Failing to Demonstrate Organizational Capacity

Funders want to know that if they give you $50,000, you won’t just try to make an impact—you’ll deliver.
If your proposal doesn’t show that you have:

• Qualified staff

• Clear processes

• Proven track record

You’re leaving them with doubt.
And doubt is the fastest path to rejection.

Pro Tip:
Include short bios of key staff members and their relevant experience. Mention past projects that were successful, especially if they were grant-funded.

4. Weak Program Description

I see this far too often: nonprofits with great ideas but terrible descriptions.
If your program sounds like a vague wish list, funders aren’t going to trust you with their money.

A strong program description should answer:

• Who: Who will benefit?

• What: What exactly are you going to do?

• When: What’s the timeline?

• Where: Where will it happen?

• How: How will it be executed?

If you can’t answer those five questions, go back and tighten it up.

5. Overlooking Evaluation and Measurement

Here’s what I need you to understand: Funders want proof.
It’s not enough to say you’ll help people—you need to show how you’ll measure success.

This could include:

• Pre- and post-program surveys

• Attendance and participation rates

• Follow-up interviews

• Data collection on outcomes

If you’re not planning to track progress, you’re not planning to succeed.

6. Unrealistic Budgeting

A sloppy budget is a funder’s red flag.
If your proposal budget looks inflated, incomplete, or unrealistic, funders will question your ability to manage money—and that’s game over.

Avoid These Mistakes:

• Asking for $250,000 with only $20,000 in projected expenses.

• Not listing all program costs, including indirect costs.

• Forgetting to account for staff time, technology, or materials.

Your budget should be clear, justified, and real.

7. Submitting at the Last Minute

I know you’re busy. I know things get hectic.
But submitting your proposal at the last minute is like driving 90 miles per hour on a road with potholes—you’re just asking for a crash.

Why?
Because you’re more likely to:

• Miss a section

• Overlook an attachment

• Forget a signature

And here’s the kicker: Many grant portals shut down precisely at the deadline. Miss it by a minute, and you’re out.

Pro Tip:
Set your personal deadline three days before the real deadline. That way, you have room to breathe, review, and perfect it.

Final Word: Excellence is in the Details

If you’ve ever wondered why some nonprofits get grant after grant while others keep hearing “no,” it’s not always about what they do.
It’s about how they communicate it.

Grant writing isn’t a side task—it’s a craft. And when you take the time to avoid these common mistakes, you don’t just increase your chances of winning funding—you elevate your entire mission.

So slow down. Check your work.
And show funders that you’re not just chasing dollars—you’re delivering impact.

We’re here to support you when you’re ready to level up.