How to Write a Winning Grant Proposal (Even if You're New to Grant Writing)
By Willie Finklin, CFRE, The Grant GOAT
Introduction: The Truth About Grant Writing
Many nonprofits believe that writing a grant proposal is just about filling out paperwork and hoping for the best. The reality? Successful grant writing is a skill that requires strategy, storytelling, and precision.
Without a strong proposal, even the most impactful nonprofit may struggle to secure funding. Whether you're new to grant writing or looking to improve your success rate, this guide will walk you through the essential elements of a winning grant proposal.
Step 1: Research and Choose the Right Grant Opportunities
Why It’s Important:
Applying for the wrong grants wastes time and lowers your chances of success. Not every grant is a fit for your organization.
How to Do It Right:
Look for alignment – The grant must match your nonprofit’s mission, programs, and target population.
Check eligibility requirements – Review the funder’s criteria, such as nonprofit type, geographic focus, and required financials.
Analyze past grantees – Many funders list previous winners on their websites. If similar organizations have received funding, you might be a good fit.
Follow submission guidelines – Missing a deadline or formatting requirement can get your proposal rejected immediately.
Tools & Resources:
Candid/Foundation Directory (Grant database)
Grants.gov (Federal grants)
Instrumentl (Grant research and tracking)
Step 2: Craft a Strong Executive Summary
Why It’s Important:
Funders skim proposals first before reading in depth. A clear, compelling executive summary grabs their attention.
How to Write It:
Introduce your nonprofit – Who you are, what you do, and your mission.
Describe the problem – Use data and real stories to explain the issue your nonprofit addresses.
Outline your solution – How will this grant help solve the problem?
Highlight the funding request – How much you need and what it will fund.
Example:
"Hope Haven Foundation provides shelter and job training to over 500 homeless individuals annually. With rising homelessness in our city, we aim to expand our workforce program to serve an additional 200 people. We are requesting $50,000 to provide training, job placement, and wraparound services, ensuring long-term stability for participants."
Step 3: Define the Problem with Data and Storytelling
Why It’s Important:
Funders need evidence that your nonprofit is addressing a real, pressing issue. A weak problem statement can make your application less compelling.
How to Do It Right:
Use statistics – Include credible data that supports the need for your program.
Tell a story – Share a real example of someone affected by the problem.
Make it specific – Avoid general statements like “hunger is a big problem.” Instead, use: “In our county, 1 in 4 children go to bed hungry every night.”
Example:
"Jessica, a single mother, lost her job during the pandemic and struggled to provide for her children. She represents the 30% of low-income parents in our community who lack access to stable employment. Without job training, families like Jessica’s remain trapped in poverty."
Step 4: Outline a Clear and Achievable Solution
Why It’s Important:
Funders want to see exactly how their money will make an impact. Vague project descriptions reduce credibility.
How to Do It Right:
Clearly define the program – What activities will take place, who will be served, and what the timeline is.
Use a logic model – Inputs → Activities → Outputs → Outcomes.
Ensure goals are measurable – Avoid vague phrases like “we hope to help people.” Instead, specify “we will provide job training to 200 individuals, with an expected 75% employment rate within six months.”
Example:
"With this grant, we will provide financial literacy workshops for 300 low-income families over the next year. Our goal is for 80% of participants to reduce their debt by at least 10% within six months."
Step 5: Develop a Strong Budget and Justification
Why It’s Important:
Funders want to know exactly how their money will be used. A poorly explained budget can lead to rejection.
How to Do It Right:
Break down expenses – Show how funds will be allocated (e.g., staff salaries, program supplies, outreach).
Connect budget to impact – Explain how each expense directly supports program outcomes.
Be realistic – Over- or underestimating costs raises red flags.
Example:
Grant Request: $50,000
Staff salaries (Program Manager & Trainer): $25,000
Training materials and supplies: $10,000
Participant transportation and meals: $5,000
Marketing and outreach: $5,000
Program evaluation and reporting: $5,000
Step 6: Explain How You Will Measure Success
Why It’s Important:
Funders want proof that their money creates real change. Without clear evaluation methods, your proposal lacks credibility.
How to Do It Right:
Define key success metrics – Number of participants, improvements in skills, employment rates, etc.
Explain data collection methods – Surveys, interviews, case studies.
Set realistic impact goals – Funders prefer realistic results over exaggerated claims.
Example:
"We will measure success by tracking the number of participants who complete job training and secure employment. Our goal is an 80% job placement rate within six months, with follow-up surveys at 3, 6, and 12 months post-program."
Step 7: Write a Compelling Conclusion and Call to Action
Why It’s Important:
Your conclusion should reinforce the urgency of your project and encourage the funder to take action.
How to Do It Right:
Summarize your request – Restate the funding amount and how it will be used.
Emphasize urgency – Explain why now is the right time for funding.
Invite further discussion – Provide contact information for follow-up questions.
Example:
"With your support, we can help 300 families gain financial stability and break the cycle of poverty. We appreciate your time and consideration, and we welcome the opportunity to discuss this proposal further."
Conclusion: Grant Writing is a Skill You Can Master
Winning grants isn’t just about asking for money—it’s about making a compelling case for your impact.
By following these steps, you’ll increase your chances of success and build lasting relationships with funders.
Next Steps:
Start researching grant opportunities that align with your nonprofit’s mission.
Draft a strong problem statement and measurable goals for your next grant application.
Need help? PM3 University’s Grant Writing Services can assist with professional proposal writing and strategy development.
What’s the biggest challenge you face in grant writing? Drop a comment below!
