how to write an educational grant proposal

Writing an Effective Educational Grant

Tips and resources to help you craft a powerful proposal

No one awards grants for you to simply buy a tablet, camera, or even an app. Grants are looking for solutions to real educational needs that can serve as models for other educators.

Here are some tips as you put together your grant proposal, along with resources to help you more clearly articulate your goals and the projects and processes that can help you reach that goal.

Tips for writing an effective grant

1. explain the issues that challenge your students.

The first step is to clearly identify the educational need or issue you are looking to address. For example, would learning, or achievement, be improved in your classroom:

• If students were engaged in the content or process of learning?
• If their work connected to the world beyond the classroom?
• If you could only get them to practice reading and writing skills?

Grants will often ask you to identify your need, but this makes it easy to slip into the “I need technology” trap. You don’t NEED technology; you need great learning to happen. As you articulate your challenges, issues, and goals, leave out any technology tools you would use to address and meet them.

Don't forget the power of storytelling. While protecting your students identities, share a story that helps grant readers better understand their backgrounds, experiences, and challenges.

2. Clearly articulate your solution to the issue

Your grant application also needs to clearly show how the resources you are asking for will address the issues in your classroom. Paint a picture of the work you will do with students, demonstrating how the project or process will help you overcome the issue to meet your goal.

Now is the time to explain how the use of technology during this process or project supports your goals. Be sure to articulate why the specific tools you have chosen will make a difference. For example, if your goal is to improve language learning for your ELL students, your description of why you would use Wixie might look like:

“Students will use the integrated images, drawing features, and word processing tools in Wixie to document their learning through pictures and text and the recording feature to practice oral fluency. The distribution of their work online as digital stories, eBooks, or comics will provide an authentic opportunity to practice reading and writing.”

Sharing examples of specific student projects you will implement, such as crafting an animal interview or creating a new creature , makes it easier to describe how students think deeply as they create to interact with content and build essential literacy skills.

Be sure to include your plan for implementing the project. Share a timeline or calendar of the steps in the project or process to show you have an idea of how long it will take and the steps you need to complete the project.

3. Share evidence and reasons you think your solution will work

In addition to showing what you will do, you need to articulate why this will improve student learning. Some of this can be anecdotal stories from your own experience, but you will also want to share research and information from other sources.

Then, clearly show how your technology-involved solution can help. Make sure you are holding yourself to the same high evidence standard you set for your students. Include examples of potential outcomes and even sample student artifacts to help the grant reader see a clear picture of what will happen in your classroom when you get the grant.

Resources and ideas to help you focus your grant writing

All of the above only works if you are clear on your goal and can articulate outcomes you expect to see as a result of implementing your program. So, before you even begin writing, be sure to have a clear goal or vision statement and clear set of outcomes you can use to measure success.

Locate research that provides evidence for your ideas and methods along with specific activities that will help you achieve outcomes like increased engagement, improved literacy, or deeper thinking about the curriculum. For example:

If your goal is deeper learning, look to Webb's Depth of Knowledge

If you are looking to increase rigor in your classroom, you can use Webb’s DOK to evaluate the cognitive complexity of your instructional tasks and design tasks at a range of levels. Use these resources if you want to focus on:

• Designing more effective instruction
• Using graphic organizers at each DOK level
• Depth of Knowledge in practice

If your goal is 21st-century ready communicators, look to digital-age literacy

• Implement Digital storytelling
• Improve comprehension
• Produce information
• Support language acquisition

If your goal is engagement, look to authentic project work

• Explore project-based learning (PBL)
• Become Museum Makers
• Implement a STEAM approach

Yes, your grant proposal will include request funding for materials like devices and digital tools. Clearly explaining how these tools are part of a bigger solution to improve student learning will help your proposal stand out.

by Melinda Kolk

Melinda Kolk ( @melindak ) is the Editor of Creative Educator and the author of Teaching with Clay Animation . She has been helping educators implement project-based learning and creative technologies like clay animation into classroom teaching and learning for the past 15 years.

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Writing Tutorial

Grant dollars are out there, and they’re waiting for you to claim them. We created this tutorial to help you, the educator, apply for a grant that will enhance your teaching.

The application process may seem intimidating at first, but you can do it! Whether this is your first foray into the realm of grants or you’ve applied for (and received) grants in the past, this guide will help you draft an effective, efficient grant proposal.

Why do you want a grant?

Before you sit down to begin filling out a grant application, ask yourself some questions. “Why do I want a grant?” “What are my long-term project goals?” “What am I looking to accomplish?”

If you can clearly answer these questions, you’re ready to move to the next step. If not, sit back and determine what it is that you (and your colleagues, students, and others) wish to achieve with a grant.

Ultimately, grant makers are in the business of funding ideas, not just materials. To write a successful proposal, you need a clear vision that you can share in the application.

Where should you apply?

Some grant-makers take applications from both individuals and organizations like schools, districts, local associations, and more. Others may fund only individuals or only groups. Read the guidelines on the grant application to ensure that your project is appropriate for the proposal request.

Target your proposal to organizations that specifically award grants to projects like yours. Investigate the organization’s mission to find a common ground with your work. And always make sure that your proposal matches up with the posted guidelines of the grant.

Network Within Your Community

As you search for grant opportunities, start with local organizations (corporations, nonprofits, government entities).  That way, you can show them immediate results if/when you receive a grant. Plus, these organizations will likely have a direct interest in the work you’re proposing – your project will benefit students local to them. (Some funders may even have students in your classroom!)

Establishing a rapport with local funders may also allow you to get your foot in the door with national organizations. You’ll be able to show results with past funders to prove your effectiveness.

Research, research, research!

Conduct research on Regional Associations of Grant-makers (RAGs). You’re on this page, so you are savvy in using the internet to identify grants available to public school educators.

Don’t stop here – continue researching all of the grants for which you may be eligible. Keep an open mind and be sure to look at any possible funders, including private, corporate, and government funding sources.

Utilize Websites and Listservs

The NEA Foundation provides a  useful guide  to a selection of available grants.

Sign up for listservs from various nonprofits that provide education grants information. Also be sure to regularly visit websites that contain grants listings.

Know the Research and Best Practices in the Field

Investigate work similar to the project you are proposing. If similar work does exist, referencing it in your application will bolster the validity of your proposed work.

Similarly, describing relevant education research can help support the strategies you propose.

Consult with colleagues, administrators, companies, and individuals 

Seek advice first and funds second. Before you begin the grant writing process, consult knowledgeable people!

Pick the brains of any colleagues who have applied for and received grants, any educators who have done work similar to what you are proposing, and any grant administrators who might be willing to provide advice while you assemble your proposal. Getting input from the people around you will help you turn the seed of an idea into a project that grant-makers will want to support.

Build relationships with potential funders

You will likely be in regular contact with the grants officer(s) at the organization(s) where you apply for grants. Be sure to learn their names! “Hi Laura” is a lot friendlier than “To whom it may concern.”

Let them know who you are, too. This won’t necessarily increase your chances of being funded, but it will allow you to ask questions and get feedback that will help you the next time around.

Establish partnerships

If possible, establish partnerships with experts in your field of study — colleagues, community members, parent-teacher organizations, etc.

Grant proposals look strongest when there is evidence of buy-in outside of the core group presenting the proposal.

Assemble a proposal preparation team

Before you write your grant, assemble a proposal preparation team of the key colleagues and associates you’ll work with during the grant.

This team should include administrators (be sure that your principal/dean is aware of and has signed off on your proposed work), school/district financial employees, colleagues, experts in the field, etc. Ask members of the team for advice – they’ll be important resources if you receive the grant.

Have confidence

You are your best salesperson. As an educator, you are doing valuable work that funders want to support. Articulate that and use it to your advantage.

Always remember that the job of any grants administrator is to give away money. Don’t be intimidated – as much as you may need grant funds, those providing grants equally need you.

Have a good reason for a grant

You’re not just asking for money. Rather, you’re requesting an investment into a project that will change students’ lives. Grant-makers expect grantees to provide not only a solid reason for a grant but also regular updates on the progress of the project.

Sure, you can vaguely ask for $5,000 for 10 laptops. But for a better chance of receiving funding, submit a proposal describing the need for $5,000 for 10 laptops for a middle school writing project that will strengthen students’ language skills. Funders provide grants for innovative projects, not just for materials.

Pay attention to the quality and feasibility of your project

Make sure that your project is realistic and doable. Ensure that the work you describe can be completed within the timeframe of the grant (usually one year). Propose work that is relevant to your students’ grade and abilities.

Keep long-term goals in mind

Ultimately, a program officer determines whether or not to fund your proposal. His or her biggest concern is your long-term goal. Make sure that your goals are clear, achievable, and measurable. Give careful thought to sustainability issues, and address the impact your project will have beyond the life of the grant.

Read and follow guidelines precisely

Follow the guidelines of the grant to which you’re applying. Address everything that is asked of you in the application, but don’t add extra items to your proposal. Depending on the organization’s policies, if you don’t follow the guidelines exactly, your proposal could be rejected.

Establish a timeline to complete the application

The process of writing a grant proposal takes time. You’ll have to write and rewrite your proposal, get your colleagues to help with proofreading, create a budget, and gather signatures. Be prepared for delays, since these steps often take longer than you expect.

For example, getting required signatures from your principal/dean and your school finance director/accountant (who will likely act as the point person for the fiscal sponsorship) can take weeks, so be sure to give them plenty of time to respond to your requests. Don’t wait until the last minute (i.e. the date of the application deadline) to ask for signatures.

Have attachments (notes of recommendation, lesson plans, newspaper articles, etc.) ready in advance as well so you can include them when you submit your application.

Write clearly

As with any written task, you should write clearly and concisely in your own voice. Use language that educators not necessarily familiar with your subject, grade, or geographic area can understand. Avoid using field- and geography-specific jargon and acronyms, since these may be lost on members of the review panel.

Keep your audience in mind and have a non-specialist review your proposal to flag jargon with which they may not be familiar.

Scour your proposal and make certain there are no typos, blank information sections, missing signatures, etc.

If your proposal is incomplete or contains many errors, the organization may reject it, regardless of the strength of the project idea.

Ask a program officer to review a draft of your proposal

If you finish your proposal early (see:  Establish a Timeline to Complete the Application), inquire with the grants officer of the organization to which you are applying to see if s/he would be willing to read your proposal and give you feedback.

Most grants officers are extremely busy, so you may not always get a response. However, grant officers are an excellent resource for grant writing (after all, their job is to review hundreds or thousands of proposals each year). So there’s absolutely no harm in sending a copy of your draft to them before you submit it officially.

Know the required content

Each funder requires different content in the proposal. Read each section of the application carefully for any grant to which you’re applying. Make sure you address each question fully.

To take a look at the required fields in the NEA Foundation’s Student Success Grant application, click here. The required fields for the NEA Foundation’s Learning & Leadership Grants can be found here.

Include an evaluation plan

In the narrative of your proposal, include a carefully constructed evaluation plan. Identify interim and final benchmarks to establish how you’ll measure the project’s success. Show how you will measure growth throughout the course of the project.

Develop a budget

All grant applications will ask you to provide a budget. In your budget, tie each line item to the learning objectives in your narrative.

Be specific, but not restrictive. Give yourself room to maneuver within the budget. (Providing a line item for “two laptop computers” is preferable to a line that reads “technology,” which is far too vague, or a line that reads “two Acer Thinkpads, serial number #00058779,” which is too specific.)

Your budget should be practical — do not ask for items that don’t directly pertain to the project you’ve proposed. Reviewers scrutinize all line items, so be sure that the expenditures you’ve presented are essential for achieving the objectives in your proposal.

Wait patiently

After you’ve submitted your application, be patient in waiting to hear back. Announcement dates are usually posted on the funder’s website, and that will tell you when to expect a response. Avoid contacting the grants officer prior to the announcement date to ask about the status of your application.

The process depends on the funder

Each funder has its own specific process for review and notification. Here, we describe the review process at the NEA Foundation. Although our process is similar to those used by other grant making entities, you should always check the methods of the particular organization you’re applying to.

Technical review

In this initial review step, the grants officer will read a proposal to ensure that it addresses all required areas. The officer will examine your proposal for, among other things:

• adherence to word limits
• required signatures
• partner contact information (if applicable)

Reading and following the requirements means that your proposal makes it to the second round. Before you submit, review your proposal carefully to make sure that it follows all guidelines!

Peer review and committee recommendations

After the preliminary review, the remaining proposals move on to the peer review. In this stage, the grants officer distributes the proposals to a committee of objective educators. They review each proposal according to a uniform rubric. After they review and score each proposal, they return the scored rubrics to the grants officer and provide recommendations of the projects they feel should be funded.

Board review and approval

From the reviewers’ recommendations, the grants officer prepares a docket containing the projects the Foundation intends to fund and shares it with the board of directors. After the board’s review and approval, the Foundation makes the grant recipients public.

Funded applicants

Organizations may notify selected grantees via email, phone call, letter, or announcement on the grant-making organization’s website.

Shortly after the notification, the grantee will receive a grant agreement. The agreement is a legally binding document that explicitly states the requirements and expectations of both the grantee and grant-maker. It must be signed by both parties.

Once both parties have signed the agreement, the grantee will receive the grant funds and may begin the funded project.

Unfunded applicants

Applicants whose projects are not funded will receive notification from the grant maker at the same time as the funded applicants. Depending on the funder, this notification may include details regarding why the proposal was not funded, information on other sources of funding, encouragement for proposal resubmission, or other resources.

If your application is not funded, it is by no means a reflection on the quality of the proposed work. Most grant makers (including the NEA Foundation) receive far more quality proposals than they could ever realistically afford to fund.

Stay committed

Statistically, a proposal is going to go unfunded more often than not. Be prepared for rejection, but continue to look for grants and apply in the future.

Ask questions

Inquire with the grants officer to see if you can get feedback on the reasons why your proposal was not funded. Don’t be shy about requesting reviewer feedback, a copy of the rubric, or tips from the grants officer.

Investigate other funding resources

Consider other funding resources for your project. Conduct internet research and ask the grants officer if s/he knows of any other grant makers that may be interested in funding your project. Check out the NEA Foundation’s  page outlining other grant opportunities  for a few ideas.

If an organization allows you to reapply for a grant, be sure to do so after making appropriate changes to the proposal. The key to any effective grant seeker is persistence, so don’t hesitate to reach for any and all possible funding sources.

Grant-writing course

We’ve developed an in-depth course that will help you navigate not only the NEA Foundation’s grant application process but also grants from any number of organizations. Whether you take this course individually or with a team of colleagues, in its entirety or in a few choice sessions, you’ll be ready to write a winning proposal.

Download  |  NEA Foundation Grant Writing for Educators  (PDF)

We are very lucky here at the NEA Foundation to receive hundreds of innovative and thoughtful applications each year, and we only wish we could fund them all. We hope you’ll find many additional opportunities in our  grant resources  and  blog . We wish you the best in your application process!

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What is a grant proposal?

Why should you write a grant proposal, format of a grant proposal, how to write a grant proposal, step 1: decide what funding opportunity to apply for, and research the grant application process, step 2: plan and research your project, preliminary research for your grant proposal, questions to ask yourself as you plan your grant proposal, developing your grant proposal, step 3: write the first draft of your grant proposal, step 4: get feedback, and revise your grant proposal accordingly, step 5: prepare to submit your grant proposal, what happens after submitting the grant proposal, final thoughts, other useful sources for writing grant proposals, frequently asked questions about writing grant proposals, related articles.

You have a vision for a future research project, and want to share that idea with the world.

To achieve your vision, you need funding from a sponsoring organization, and consequently, you need to write a grant proposal.

Although visualizing your future research through grant writing is exciting, it can also feel daunting. How do you start writing a grant proposal? How do you increase your chances of success in winning a grant?

But, writing a proposal is not as hard as you think. That’s because the grant-writing process can be broken down into actionable steps.

This guide provides a step-by-step approach to grant-writing that includes researching the application process, planning your research project, and writing the proposal. It is written from extensive research into grant-writing, and our experiences of writing proposals as graduate students, postdocs, and faculty in the sciences.

A grant proposal is a document or collection of documents that outlines the strategy for a future research project and is submitted to a sponsoring organization with the specific goal of getting funding to support the research. For example, grants for large projects with multiple researchers may be used to purchase lab equipment, provide stipends for graduate and undergraduate researchers, fund conference travel, and support the salaries of research personnel.

As a graduate student, you might apply for a PhD scholarship, or postdoctoral fellowship, and may need to write a proposal as part of your application. As a faculty member of a university, you may need to provide evidence of having submitted grant applications to obtain a permanent position or promotion.

Reasons for writing a grant proposal include:

• To obtain financial support for graduate or postdoctoral studies;
• To travel to a field site, or to travel to meet with collaborators;
• To conduct preliminary research for a larger project;
• To obtain a visiting position at another institution;
• To support undergraduate student research as a faculty member;
• To obtain funding for a large collaborative project, which may be needed to retain employment at a university.

The experience of writing a proposal can be helpful, even if you fail to obtain funding. Benefits include:

• Improvement of your research and writing skills
• Enhancement of academic employment prospects, as fellowships and grants awarded and applied for can be listed on your academic CV
• Raising your profile as an independent academic researcher because writing proposals can help you become known to leaders in your field.

All sponsoring agencies have specific requirements for the format of a grant proposal. For example, for a PhD scholarship or postdoctoral fellowship, you may be required to include a description of your project, an academic CV, and letters of support from mentors or collaborators.

For a large research project with many collaborators, the collection of documents that need to be submitted may be extensive. Examples of documents that might be required include a cover letter, a project summary, a detailed description of the proposed research, a budget, a document justifying the budget, and the CVs of all research personnel.

Before writing your proposal, be sure to note the list of required documents.

Writing a grant proposal can be broken down into three major activities: researching the project (reading background materials, note-taking, preliminary work, etc.), writing the proposal (creating an outline, writing the first draft, revisions, formatting), and administrative tasks for the project (emails, phone calls, meetings, writing CVs and other supporting documents, etc.).

Below, we provide a step-by-step guide to writing a grant proposal:

• Decide what funding opportunity to apply for, and research the grant application process
• Plan and research your project
• Write the first draft of your grant proposal
• Get feedback, and revise your grant proposal accordingly
• Prepare to submit your grant proposal

• Start early. Begin by searching for funding opportunities and determining requirements. Some sponsoring organizations prioritize fundamental research, whereas others support applied research. Be sure your project fits the mission statement of the granting organization. Look at recently funded proposals and/or sample proposals on the agency website, if available. The Research or Grants Office at your institution may be able to help with finding grant opportunities.
• Make a spreadsheet of grant opportunities, with a link to the call for proposals page, the mission and aims of the agency, and the deadline for submission. Use the information that you have compiled in your spreadsheet to decide what to apply for.
• Once you have made your decision, carefully read the instructions in the call for proposals. Make a list of all the documents you need to apply, and note the formatting requirements and page limits. Know exactly what the funding agency requires of submitted proposals.
• Reach out to support staff at your university (for example, at your Research or Grants Office), potential mentors, or collaborators. For example, internal deadlines for submitting external grants are often earlier than the submission date. Make sure to learn about your institution’s internal processes, and obtain contact information for the relevant support staff.
• Applying for a grant or fellowship involves administrative work. Start preparing your CV and begin collecting supporting documents from collaborators, such as letters of support. If the application to the sponsoring agency is electronic, schedule time to set up an account, log into the system, download necessary forms and paperwork, etc. Don’t leave all of the administrative tasks until the end.
• Map out the important deadlines on your calendar. These might include video calls with collaborators, a date for the first draft to be complete, internal submission deadlines, and the funding agency deadline.
• Schedule time on your calendar for research, writing, and administrative tasks associated with the project. It’s wise to group similar tasks and block out time for them (a process known as ” time batching ”). Break down bigger tasks into smaller ones.

Now that you know what you are applying for, you can think about matching your proposed research to the aims of the agency. The work you propose needs to be innovative, specific, realizable, timely, and worthy of the sponsoring organization’s attention.

• Develop an awareness of the important problems and open questions in your field. Attend conferences and seminar talks and follow all of your field’s major journals.
• Read widely and deeply. Journal review articles are a helpful place to start. Reading papers from related but different subfields can generate ideas. Taking detailed notes as you read will help you recall the important findings and connect disparate concepts.

• Writing a grant proposal is a creative and imaginative endeavor. Write down all of your ideas. Freewriting is a practice where you write down all that comes to mind without filtering your ideas for feasibility or stopping to edit mistakes. By continuously writing your thoughts without judgment, the practice can help overcome procrastination and writer’s block. It can also unleash your creativity, and generate new ideas and associations. Mind mapping is another technique for brainstorming and generating connections between ideas.
• Establish a regular writing practice. Schedule time just for writing, and turn off all distractions during your focused work time. You can use your writing process to refine your thoughts and ideas.
• Use a reference manager to build a library of sources for your project. You can use a reference management tool to collect papers , store and organize references , and highlight and annotate PDFs . Establish a system for organizing your ideas by tagging papers with labels and using folders to store similar references.

To facilitate intelligent thinking and shape the overall direction of your project, try answering the following questions:

• What are the questions that the project will address? Am I excited and curious about their answers?
• Why are these questions important?
• What are the goals of the project? Are they SMART (Specific, Measurable, Actionable, Relevant, and Timely)?
• What is novel about my project? What is the gap in current knowledge?
• What methods will I use, and how feasible is my approach?
• Can the work be done over the proposed period, and with the budget I am requesting?
• Do I have relevant experience? For example, have I completed similar work funded by previous grants or written papers on my proposed topic?
• What pilot research or prior work can I use, or do I need to complete preliminary research before writing the proposal?
• Will the outcomes of my work be consequential? Will the granting agency be interested in the results?
• What solutions to open problems in my field will this project offer? Are there broader implications of my work?
• Who will the project involve? Do I need mentors, collaborators, or students to contribute to the proposed work? If so, what roles will they have?
• Who will read the proposal? For example, experts in the field will require details of methods, statistical analyses, etc., whereas non-experts may be more concerned with the big picture.
• What do I want the reviewers to feel, and take away from reading my proposal?
• What weaknesses does my proposed research have? What objections might reviewers raise, and how can I address them?
• Can I visualize a timeline for my project?

Create an actionable plan for your research project using the answers to these questions.

• Now is the time to collect preliminary data, conduct experiments, or do a preliminary study to motivate your research, and demonstrate that your proposed project is realistic.
• Use your plan to write a detailed outline of the proposal. An outline helps you to write a proposal that has a logical format and ensures your thought process is rational. It also provides a structure to support your writing.
• Follow the granting agency’s guidelines for titles, sections, and subsections to inform your outline.

At this stage, you should have identified the aims of your project, what questions your work will answer, and how they are relevant to the sponsoring agency’s call for proposals. Be able to explain the originality, importance, and achievability of your proposed work.

Now that you have done your research, you are ready to begin writing your proposal and start filling in the details of your outline. Build on the writing routine you have already started. Here are some tips:

• Follow the guidelines of the funding organization.
• Keep the proposal reviewers in mind as you write. Your audience may be a combination of specialists in your field and non-specialists. Make sure to address the novelty of your work, its significance, and its feasibility.
• Write clearly, concisely, and avoid repetition. Use topic sentences for each paragraph to emphasize key ideas. Concluding sentences of each paragraph should develop, clarify, or summarize the support for the declaration in the topic sentence. To make your writing engaging, vary sentence length.
• Avoid jargon, where possible. Follow sentences that have complex technical information with a summary in plain language.
• Don’t review all information on the topic, but include enough background information to convince reviewers that you are knowledgeable about it. Include preliminary data to convince reviewers you can do the work. Cite all relevant work.
• Make sure not to be overly ambitious. Don’t propose to do so much that reviewers doubt your ability to complete the project. Rather, a project with clear, narrowly-defined goals may prove favorable to reviewers.
• Accurately represent the scope of your project; don’t exaggerate its impacts. Avoid bias. Be forthright about the limitations of your research.
• Ensure to address potential objections and concerns that reviewers may have with the proposed work. Show that you have carefully thought about the project by explaining your rationale.
• Use diagrams and figures effectively. Make sure they are not too small or contain too much information or details.

After writing your first draft, read it carefully to gain an overview of the logic of your argument. Answer the following questions:

• Is your proposal concise, explicit, and specific?
• Have you included all necessary assumptions, data points, and evidence in your proposal?
• Do you need to make structural changes like moving or deleting paragraphs or including additional tables or figures to strengthen your rationale?
• Have you answered most of the questions posed in Step 2 above in your proposal?
• Follow the length requirements in the proposal guidelines. Don't feel compelled to include everything you know!
• Use formatting techniques to make your proposal easy on the eye. Follow rules for font, layout, margins, citation styles , etc. Avoid walls of text. Use bolding and italicizing to emphasize points.
• Comply with all style, organization, and reference list guidelines to make it easy to reviewers to quickly understand your argument. If you don’t, it’s at best a chore for the reviewers to read because it doesn’t make the most convincing case for you and your work. At worst, your proposal may be rejected by the sponsoring agency without review.
• Using a reference management tool like Paperpile will make citation creation and formatting in your grant proposal quick, easy and accurate.

Now take time away from your proposal, for at least a week or more. Ask trusted mentors or collaborators to read it, and give them adequate time to give critical feedback.

• At this stage, you can return to any remaining administrative work while you wait for feedback on the proposal, such as finalizing your budget or updating your CV.
• Revise the proposal based on the feedback you receive.
• Don’t be discouraged by critiques of your proposal or take them personally. Receiving and incorporating feedback with humility is essential to grow as a grant writer.

Now you are almost ready to submit. This is exciting! At this stage, you need to block out time to complete all final checks.

• Allow time for proofreading and final editing. Spelling and grammar mistakes can raise questions regarding the rigor of your research and leave a poor impression of your proposal on reviewers. Ensure that a unified narrative is threaded throughout all documents in the application.
• Finalize your documents by following a checklist. Make sure all documents are in place in the application, and all formatting and organizational requirements are met.
• Follow all internal and external procedures. Have login information for granting agency and institution portals to hand. Double-check any internal procedures required by your institution (applications for large grants often have a deadline for sign-off by your institution’s Research or Grants Office that is earlier than the funding agency deadline).
• To avoid technical issues with electronic portals, submit your proposal as early as you can.
• Breathe a sigh of relief when all the work is done, and take time to celebrate submitting the proposal! This is already a big achievement.

Now you wait! If the news is positive, congratulations!

But if your proposal is rejected, take heart in the fact that the process of writing it has been useful for your professional growth, and for developing your ideas.

Bear in mind that because grants are often highly competitive, acceptance rates for proposals are usually low. It is very typical to not be successful on the first try and to have to apply for the same grant multiple times.

Here are some tips to increase your chances of success on your next attempt:

• Remember that grant writing is often not a linear process. It is typical to have to use the reviews to revise and resubmit your proposal.
• Carefully read the reviews and incorporate the feedback into the next iteration of your proposal. Use the feedback to improve and refine your ideas.
• Don’t ignore the comments received from reviewers—be sure to address their objections in your next proposal. You may decide to include a section with a response to the reviewers, to show the sponsoring agency that you have carefully considered their comments.
• If you did not receive reviewer feedback, you can usually request it.

You learn about your field and grow intellectually from writing a proposal. The process of researching, writing, and revising a proposal refines your ideas and may create new directions for future projects. Professional opportunities exist for researchers who are willing to persevere with submitting grant applications.

➡️ Secrets to writing a winning grant

➡️ How to gain a competitive edge in grant writing

➡️ Ten simple rules for writing a postdoctoral fellowship

A grant proposal should include all the documents listed as required by the sponsoring organization. Check what documents the granting agency needs before you start writing the proposal.

Granting agencies have strict formatting requirements, with strict page limits and/or word counts. Check the maximum length required by the granting agency. It is okay for the proposal to be shorter than the maximum length.

Expect to spend many hours, even weeks, researching and writing a grant proposal. Consequently, it is important to start early! Block time in your calendar for research, writing, and administration tasks. Allow extra time at the end of the grant-writing process to edit, proofread, and meet presentation guidelines.

The most important part of a grant proposal is the description of the project. Make sure that the research you propose in your project narrative is new, important, and viable, and that it meets the goals of the sponsoring organization.

A grant proposal typically consists of a set of documents. Funding agencies have specific requirements for the formatting and organization of each document. Make sure to follow their guidelines exactly.

How to Write a Grant Proposal for Education

Introduction to education grants: what they are and why they matter.

Education grants are vital financial aids available to both institutions and individuals in Australia, providing the necessary support to improve education outcomes. They are essentially funds provided by an entity, often a government body, foundation, or company, that don’t require repayment. The purpose of these grants primarily centers on education enhancement, research, educational initiatives, and program support—significantly aiding the recipient’s career or societal contribution.

Education grants matter significantly due to the vast number of educational grant opportunities they present, especially in a country like Australia that values education growth and advancement. They promote innovation and experimentation in the field of education, introduce new learning techniques and assist educators and institutions to adopt them, and alleviate financial burdens. Moreover, they foster equality in education, enabling disadvantaged students to access quality education and increase their future employment opportunities.

Essentially, from benefiting schools to helping students, education grants act as a linchpin in the education sector. They can also stimulate economic growth by raising the nation’s human capital, fostering a stronger society overall. While the grant application process may seem daunting, it is important to remember the significant impacts that education grant funding can lead to in the long run.

Understanding the Basics of Writing a Grant Proposal for Education

Writing an education grant proposal is a critical first step to securing funding. It requires research, planning, and a clear idea of what you want to achieve. Start by understanding what the funding body aims to support through the grant. Align your proposal accordingly, showcasing how your project aligns with their goals or why your needs match their objectives.

Grant proposal guidelines typically necessitate a structured outline with organized sections. Each section must clearly and concisely convey your message to the grant reviewers. The initial sections often include an executive summary, statement of need, project description, budget, and organizational information. It is essential to highlight the societal benefits your project aims to achieve rather than focusing solely on individual gains.

Equally important is the demonstratable aspect of the proposal. Ensure you provide clear evidence to support your needs and objectives. It could be statistical data, testimonials, or any other relevant support that strengthens your proposal and makes a compelling case for grant approval.

Identifying Suitable Education Grants to Apply For in Australia

When looking for suitable education grants in Australia, it is best to start by defining your needs and objectives clearly. Once you are clear with your goal, the next step involves researching available education grants. Various sources offer a wealth of information on this subject, including government websites, education department portals, various foundations, and community resources.

Keep your options open, explore different types of educational grants—ranging from those offered by local, state, and federal government bodies to those available from non-profit organizations, corporations, and foundations. Each of these has specific focus areas and criteria, ensuring a variety of potential fits for different educational projects and initiatives.

Remember to select grants relevant to your needs, as it is not just about securing a grant but ensuring it aligns with your objectives and can adequately support your project. It implies looking beyond the amount of funding and focusing on whether the grant aligns with your project’s goals and projected outcomes.

Starting Your Grant Proposal: Essential Components of a Strong Introduction

The introduction is the opening view into your project, giving the first impression to the reader—often the deciding factor for whether they continue reading. Thus, creating a compelling introduction is crucial in the grant proposal guidelines.

Start by concisely explaining the project at hand— what its purpose is, its relevance, and why it requires funding. This initial statement is crucial as it sets the tone for the rest of your proposal. Also, include a brief overview of your organization or yourself, demonstrating credibility and competence.

The introduction should swiftly introduce your problem or need. This statement should be clear, direct, and supported by data, setting the stage for a more detailed needs assessment. The introduction should then conclude with an overview of your solution to the problem. This brief synopsis can point to the why’s and how’s, encouraging the reader to delve further into your proposal details.

Highlighting the Need: How to Craft a Compelling Needs Statement for Your Education Grant Proposal

The needs statement directly follows the introduction and plays a key role in your proposal. This section acts as a bridge between the introduction and your proposed solution, explaining why the problem requires immediate attention.

Make sure to convey your needs compellingly and convincingly, backed by concrete evidence. More importantly, it should align with the grant’s mission or focus. Use statistics and facts to substantiate your needs and prove the urgency of your request.

Explain why previous attempts to address this issue fell short or why this issue is still unresolved, if applicable. Highlight what repercussions continue if the problem remains unaddressed—sometimes, understanding the potential negative outcomes can be as motivating for the reader as the problem itself.

Break down the main problem into sub-problems if necessary. This approach can help structure your needs statement and make it easier for the reader to understand. Lastly, ensure your needs statement aligns with the rest of your proposal, including your budget and methodology.

Setting Your Objectives: How to Outline the Goals and Anticipated Outcomes of Your Project

A critical aspect of the grant application process is setting clear and achievable objectives. These objectives must align with the outcomes you expect from your project. They must be SMART; specific, measurable, achievable, relevant, and time-bound. They are critical to the success of your project, as they give your project direction and purpose. Ultimately, these objectives need to demonstrate how your project will improve the quality of education in your setting.

Firstly, outline your primary goal, which is the overall outcome you want to achieve. This should be a broad statement that encapsulates what you plan to attain. For example, “Improving student literacy levels in rural elementary schools.”

Next, break down your primary goal into smaller, more manageable objectives. These should be targeted actions that will help you achieve your primary goal. For instance, these might include “Implementing a guided reading program” or “Providing teacher training on literacy instruction.”

Fleshing Out Your Methodology: Detailing Your Plan of Action in Your Grant Proposal

Articulating your methodology within your proposal showcases your plan of action. This includes how you plan to implement your project, indicating timelines, processes, and resources needed. Sharing your methodology shows that you have a feasible plan for reaching the project’s objectives and affirms the efficiency of your project to potential funders.

A good strategy here is to use engaged language that paints a picture of the sort of change your school or organization hopes to instigate through the educational grant funding. You could say, for instance, ‘Through the implementation of a teacher mentorship program, we hope not only to improve teaching quality but also to create an atmosphere of continual professional development and support.’

Further, ensure that your methodology is evidence-based. This means using existing research or data in developing your plan of action. This not only strengthens the credibility of your proposal but also provides a level of assurance to the funders.

Creating a Budget for Your Proposal: Tips for Estimation and Justification of Costs

An essential part of your education grant proposal is the budget section. Grant proposal guidelines often call for explicit estimation and justification of costs. This offers the funders an understanding of how their money will make an impact on your educational project.

Start by listing every potential cost which connects to your project’s objectives. This should include direct costs such as resources and staff, as well as indirect costs like administration and maintenance. Prioritise transparency over all else – make sure it’s clear why each cost is necessary and how it contributes towards achieving your goals.

Finally, ensure that your budget is realistic. It’s important to show that you have thought through your budget and have a sound understanding of the financial requirements of your project. A well-planned budget reflects positively on your organization’s management and increases the likelihood of receiving the grant.

Finalizing Your Grant Proposal: How to Proofread, Edit, and Prepare Your Document for Submission

Before submitting your proposal, it’s essential to spend time proofreading and editing your document. Checking for consistencies in format, spelling, grammar and ensuring that everything is in line with the grant submission guidelines is critical. Don’t underestimate the value of a flawless, professionally presented application.

Ensure your proposal maintains a clear, concise, and compelling tone throughout, reflecting your passion and dedication to the project. This is your chance to sell your project to the grant committee, so make every word count.

Last but not least, remember to follow the proposal submission guidelines thoroughly. This includes meeting the deadline, ensuring your proposal is the correct length, and if specified, sending your grant proposal in the appropriate format.

The Review Process: What Happens After Submitting Your Education Grant Proposal in Australia

The process after submission can often feel out of your control. However, it’s crucial to understand what happens in the review phase of the education grant funding process in Australia.

Often, the grant committee will initially screen proposals for eligibility, ensuring they align with the funders’ mission and meet basic requirements. Eligible proposals then go through an intensive review. This process often includes evaluation by a review panel, consisting of experts in the field of education or the specific focus of the grant. This review process can take months to complete.

Successful applications receive a grant award letter, detailing the grant amount, conditions, reporting requirements, and other vital information. Unsuccessful applications usually receive a declination letter, sometimes with feedback for improvement in future applications.

Are you ready to turn your funding aspirations into reality? At Granton, we specialize in helping individuals and businesses navigate the world of grants, offering expert guidance on grant applications and finding opportunities that best suit their needs. Whether you’re seeking funding for a startup, nonprofit, or a specific project, our team is here to assist you every step of the way. We take the guesswork out of Grant Applications, R&D Tax Incentives, and Accelerator Programs, making the process smoother and increasing your chances of success. Ready to take the next step? Book a free consultation with us today, and let’s explore how we can help you secure the grants you deserve. Visit our website at granton.io to learn more or use our contact form to get in touch. Your grant journey starts here!

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The Ultimate Grant Writing Guide (and How to Find and Apply for Grants)

Securing grants requires strategic planning. Identifying relevant opportunities, building collaborations, and crafting a comprehensive grant proposal are crucial steps. Read our ultimate guide on grant writing, finding grants, and applying for grants to get the funding for your research.

Updated on February 22, 2024

Embarking on a journey of groundbreaking research and innovation always requires more than just passion and dedication, it demands financial support. In the academic and research domains, securing grants is a pivotal factor for transforming these ideas into tangible outcomes. 

Grant awards not only offer the backing needed for ambitious projects but also stand as a testament to the importance and potential impact of your work. The process of identifying, pursuing, and securing grants, however, is riddled with nuances that necessitate careful exploration. 

Whether you're a seasoned researcher or a budding academic, navigating this complex world of grants can be challenging, but we’re here to help. In this comprehensive guide, we'll walk you through the essential steps of applying for grants, providing expert tips and insights along the way.

Finding grant opportunities 

Prior to diving into the application phase, the process of finding grants involves researching and identifying those that are relevant and realistic to your project. While the initial step may seem as simple as entering a few keywords into a search engine, the full search phase takes a more thorough investigation.

By focusing efforts solely on the grants that align with your goals, this pre-application preparation streamlines the process while also increasing the likelihood of meeting all the requirements. In fact, having a well thought out plan and a clear understanding of the grants you seek both simplifies the entire activity and sets you and your team up for success.

Apply these steps when searching for appropriate grant opportunities:

1. Determine your need

Before embarking on the grant-seeking journey, clearly articulate why you need the funds and how they will be utilized. Understanding your financial requirements is crucial for effective grant research.

2. Know when you need the money

Grants operate on specific timelines with set award dates. Align your grant-seeking efforts with these timelines to enhance your chances of success.

3. Search strategically

Build a checklist of your most important, non-negotiable search criteria for quickly weeding out grant options that absolutely do not fit your project. Then, utilize the following resources to identify potential grants:

• Online directories
• Small Business Administration (SBA)
• Foundations

4. Develop a tracking tool

After familiarizing yourself with the criteria of each grant, including paperwork, deadlines, and award amounts, make a spreadsheet or use a project management tool to stay organized. Share this with your team to ensure that everyone can contribute to the grant cycle.

Here are a few popular grant management tools to try: 

• Jotform : spreadsheet template
• Airtable : table template
• Instrumentl : software
• Submit : software

Tips for Finding Research Grants

Consider large funding sources : Explore major agencies like NSF and NIH.

Reach out to experts : Consult experienced researchers and your institution's grant office.

Stay informed : Regularly check news in your field for novel funding sources.

Know agency requirements : Research and align your proposal with their requisites.

Ask questions : Use the available resources to get insights into the process.

Demonstrate expertise : Showcase your team's knowledge and background.

Neglect lesser-known sources : Cast a wide net to diversify opportunities.

Name drop reviewers : Prevent potential conflicts of interest.

Miss your chance : Find field-specific grant options.

Forget refinement : Improve proposal language, grammar, and clarity.

Ignore grant support services : Enhance the quality of your proposal.

Overlook co-investigators : Enhance your application by adding experience.

Grant collaboration 

Now that you’ve taken the initial step of identifying potential grant opportunities, it’s time to find collaborators. The application process is lengthy and arduous. It requires a diverse set of skills. This phase is crucial for success.

With their valuable expertise and unique perspectives, these collaborators play instrumental roles in navigating the complexities of grant writing. While exploring the judiciousness that goes into building these partnerships, we will underscore why collaboration is both advantageous and indispensable to the pursuit of securing grants.

Why is collaboration important to the grant process?

Some grant funding agencies outline collaboration as an outright requirement for acceptable applications. However, the condition is more implied with others. Funders may simply favor or seek out applications that represent multidisciplinary and multinational projects.

To get an idea of the types of collaboration major funders prefer, try searching “collaborative research grants” to uncover countless possibilities, such as:

• National Endowment for the Humanities
• American Brain Tumor Association

For exploring grants specifically for international collaboration, check out this blog:

• 30+ Research Funding Agencies That Support International Collaboration

Either way, proposing an interdisciplinary research project substantially increases your funding opportunities. Teaming up with multiple collaborators who offer diverse backgrounds and skill sets enhances the robustness of your research project and increases credibility.

This is especially true for early career researchers, who can leverage collaboration with industry, international, or community partners to boost their research profile. The key lies in recognizing the multifaceted advantages of collaboration in the context of obtaining funding and maximizing the impact of your research efforts.

How can I find collaborators?

Before embarking on the search for a collaborative partner, it's essential to crystallize your objectives for the grant proposal and identify the type of support needed. Ask yourself these questions: 

1)Which facet of the grant process do I need assistance with:

2) Is my knowledge lacking in a specific: 

• Population?

3) Do I have access to the necessary:

Use these questions to compile a detailed list of your needs and prioritize them based on magnitude and ramification. These preliminary step ensure that search for an ideal collaborator is focused and effective.

Once you identify targeted criteria for the most appropriate partners, it’s time to make your approach. While a practical starting point involves reaching out to peers, mentors, and other colleagues with shared interests and research goals, we encourage you to go outside your comfort zone.

Beyond the first line of potential collaborators exists a world of opportunities to expand your network. Uncover partnership possibilities by engaging with speakers and attendees at events, workshops, webinars, and conferences related to grant writing or your field.

Also, consider joining online communities that facilitate connections among grant writers and researchers. These communities offer a space to exchange ideas and information. Sites like Collaboratory , NIH RePorter , and upwork provide channels for canvassing and engaging with feasible collaborators who are good fits for your project. 

Like any other partnership, carefully weigh your vetted options before committing to a collaboration. Talk with individuals about their qualifications and experience, availability and work style, and terms for grant writing collaborations.

Transparency on both sides of this partnership is imperative to forging a positive work environment where goals, values, and expectations align for a strong grant proposal.

Putting together a winning grant proposal

It’s time to assemble the bulk of your grant application packet – the proposal itself. Each funder is unique in outlining the details for specific grants, but here are several elements fundamental to every proposal:

• Executive Summary
• Needs assessment
• Project description
• Evaluation plan
• Team introduction
• Sustainability plan 

This list of multi-faceted components may seem daunting, but careful research and planning will make it manageable. 

Start by reading about the grant funder to learn:

• What their mission and goals are,
• Which types of projects they have funded in the past, and
• How they evaluate and score applications.

Next, view sample applications to get a feel for the length, flow, and tone the evaluators are looking for. Many funders offer samples to peruse, like these from the NIH , while others are curated by online platforms , such as Grantstation.

Also, closely evaluate the grant application’s requirements. they vary between funding organizations and opportunities, and also from one grant cycle to the next. Take notes and make a checklist of these requirements to add to an Excel spreadsheet, Google smartsheet, or management system for organizing and tracking your grant process.

Finally, understand how you will submit the final grant application. Many funders use online portals with character or word limits for each section. Be aware of these limits beforehand. Simplify the editing process by first writing each section in a Word document to be copy and pasted into the corresponding submission fields.

If there is no online application platform, the funder will usually offer a comprehensive Request for Proposal (RFP) to guide the structure of your grant proposal. The RFP: 

• Specifies page constraints
• Delineates specific sections
• Outlines additional attachments
• Provides other pertinent details

Components of a grant proposal

Cover letter.

Though not always explicitly requested, including a cover letter is a strategic maneuver that could be the factor determining whether or not grant funders engage with your proposal. It’s an opportunity to give your best first impression by grabbing the reviewer’s attention and compelling them to read further. 

Cover letters are not the place for excessive emotion or detail, keep it brief and direct, stating your financial needs and purpose confidently from the outset. Also, try to clearly demonstrate the connection between your project and the funder’s mission to create additional value beyond the formal proposal.

Executive summary

Like an abstract for your research manuscript, the executive summary is a brief synopsis that encapsulates the overarching topics and key points of your grant proposal. It must set the tone for the main body of the proposal while providing enough information to stand alone if necessary.

Refer to How to Write an Executive Summary for a Grant Proposal for detailed guidance like:

• Give a clear and concise account of your identity, funding needs, and project roadmap.
• Write in an instructive manner aiming for an objective and persuasive tone
• Be convincing and pragmatic about your research team's ability.
• Follow the logical flow of main points in your proposal.
• Use subheadings and bulleted lists for clarity.
• Write the executive summary at the end of the proposal process.
• Reference detailed information explained in the proposal body.
• Address the funder directly.
• Provide excessive details about your project's accomplishments or management plans.
• Write in the first person.
• Disclose confidential information that could be accessed by competitors.
• Focus excessively on problems rather than proposed solutions.
• Deviate from the logical flow of the main proposal.
• Forget to align with evaluation criteria if specified

Project narrative

After the executive summary is the project narrative . This is the main body of your grant proposal and encompasses several distinct elements that work together to tell the story of your project and justify the need for funding. 

Include these primary components:

Introduction of the project team

Briefly outline the names, positions, and credentials of the project’s directors, key personnel, contributors, and advisors in a format that clearly defines their roles and responsibilities. Showing your team’s capacity and ability to meet all deliverables builds confidence and trust with the reviewers.

Needs assessment or problem statement

A compelling needs assessment (or problem statement) clearly articulates a problem that must be urgently addressed. It also offers a well-defined project idea as a possible solution. This statement emphasizes the pressing situation and highlights existing gaps and their consequences to illustrate how your project will make a difference.

To begin, ask yourself these questions:

• What urgent need are we focusing on with this project?
• Which unique solution does our project offer to this urgent need? 
• How will this project positively impact the world once completed?

Here are some helpful examples and templates.

Goals and objectives

Goals are broad statements that are fairly abstract and intangible. Objectives are more narrow statements that are concrete and measurable. For example :

• Goal : “To explore the impact of sleep deprivation on cognitive performance in college students.”
• Objective : “To compare cognitive test scores of students with less than six hours of sleep and those with 8 or more hours of sleep.”

Focus on outcomes, not processes, when crafting goals and objectives. Use the SMART acronym to align them with the proposal's mission while emphasizing their impact on the target audience.

Methods and strategies

It is vitally important to explain how you intend to use the grant funds to fulfill the project’s objectives. Detail the resources and activities that will be employed. Methods and strategies are the bridge between idea and action. They must prove to reviewers the plausibility of your project and the significance of their possible funding.

Here are some useful guidelines for writing your methods section that are outlined in " Winning Grants: Step by Step ."

• Firmly tie your methods to the proposed project's objectives and needs assessment.
• Clearly link them to the resources you are requesting in the proposal budget.
• Thoroughly explain why you chose these methods by including research, expert opinion, and your experience.
• Precisely list the facilities and capital equipment that you will use in the project.
• Carefully structure activities so that the program moves toward the desired results in a time-bound manner.

A comprehensive evaluation plan underscores the effectiveness and accountability of a project for both the funders and your team. An evaluation is used for tracking progress and success. The evaluation process shows how to determine the success of your project and measure the impact of the grant award by systematically gauging and analyzing each phase of your project as it compares to the set objectives.

Evaluations typically fall into two standard categories:

1. Formative evaluation : extending from project development through implementation, continuously provides feedback for necessary adjustments and improvements. 

2. Summative evaluation : conducted post-project completion, critically assesses overall success and impact by compiling information on activities and outcomes.

Creating a conceptual model of your project is helpful when identifying these key evaluation points. Then, you must consider exactly who will do the evaluations, what specific skills and resources they need, how long it will take, and how much it will cost.

Sustainability

Presenting a solid plan that illustrates exactly how your project will continue to thrive after the grant money is gone builds the funder's confidence in the project’s longevity and significance. In this sustainability section, it is vital to demonstrate a diversified funding strategy for securing the long-term viability of your program.

There are three possible long term outcomes for projects with correlated sustainability options:

• Short term projects: Though only implemented once, will have ongoing maintenance costs, such as monitoring, training, and updates.

(E.g., digitizing records, cleaning up after an oil spill)

• Projects that will generate income at some point in the future: must be funded until your product or service can cover operating costs with an alternative plan in place for deficits.

(E.g., medical device, technology, farming method)

• Ongoing projects: will eventually need a continuous stream of funding from a government entity or large organization.

(E.g., space exploration, hurricane tracking)

Along with strategies for funding your program beyond the initial grant,  reference your access to institutional infrastructure and resources that will reduce costs.

Also, submit multi-year budgets that reflect how sustainability factors are integrated into the project’s design.

The budget section of your grant proposal, comprising both a spreadsheet and a narrative, is the most influential component. It should be able to stand independently as a suitable representation of the entire endeavor. Providing a detailed plan to outline how grant funds will be utilized is crucial for illustrating cost-effectiveness and careful consideration of project expenses. 

A comprehensive grant budget offers numerous benefits to both the grantor , or entity funding the grant, and the grantee , those receiving the funding, such as:

• Grantor : The budget facilitates objective evaluation and comparison between multiple proposals by conveying a project's story through responsible fund management and financial transparency.
• Grantee : The budget serves as a tracking tool for monitoring and adjusting expenses throughout the project and cultivates trust with funders by answering questions before they arise.

Because the grant proposal budget is all-encompassing and integral to your efforts for securing funding, it can seem overwhelming. Start by listing all anticipated expenditures within two broad categories, direct and indirect expenses , where:

• Direct : are essential for successful project implementation, are measurable project-associated costs, such as salaries, equipment, supplies, travel, and external consultants, and are itemized and detailed in various categories within the grant budget.
• Indirect : includes administrative costs not directly or exclusively tied to your project, but necessary for its completion, like rent, utilities, and insurance, think about lab or meeting spaces that are shared by multiple project teams, or Directors who oversee several ongoing projects.

After compiling your list, review sample budgets to understand the typical layout and complexity. Focus closely on the budget narratives , where you have the opportunity to justify each aspect of the spreadsheet to ensure clarity and validity.

While not always needed, the appendices consist of relevant supplementary materials that are clearly referenced within your grant application. These might include: 

• Updated resumes that emphasize staff members' current positions and accomplishments. 
• Letters of support from people or organizations that have authority in the field of your research, or community members that may benefit from the project.
• Visual aids like charts, graphs, and maps that contribute directly to your project’s story and are referred to previously in the application. 

Finalizing your grant application

Now that your grant application is finished, make sure it's not just another document in the stack Aim for a grant proposal that captivates the evaluator. It should stand out not only for presenting an excellent project, but for being engaging and easily comprehended . 

Keep the language simple. Avoid jargon. Prioritizing accuracy and conciseness. Opt for reader-friendly formatting with white space, headings, standard fonts, and illustrations to enhance readability.

Always take time for thorough proofreading and editing. You can even set your proposal aside for a few days before revisiting it for additional edits and improvements. At this stage, it is helpful to seek outside feedback from those familiar with the subject matter as well as novices to catch unnoticed mistakes and improve clarity.

If you want to be absolutely sure your grant proposal is polished, consider getting it edited by AJE .

How can AI help the grant process?

When used efficiently, AI is a powerful tool for streamlining and enhancing various aspects of the grant process.

• Use AI algorithms to review related studies and identify knowledge gaps.
• Employ AI for quick analysis of complex datasets to identify patterns and trends.
• Leverage AI algorithms to match your project with relevant grant opportunities.
• Apply Natural Language Processing for analyzing grant guidelines and tailoring proposals accordingly.
• Utilize AI-powered tools for efficient project planning and execution.
• Employ AI for tracking project progress and generating reports.
• Take advantage of AI tools for improving the clarity, coherence, and quality of your proposal.
• Rely solely on manual efforts that are less comprehensive and more time consuming.
• Overlook the fact that AI is designed to find patterns and trends within large datasets.
• Minimize AI’s ability to use set parameters for sifting through vast amounts of data quickly.
• Forget that the strength of AI lies in its capacity to follow your prompts without divergence.
• Neglect tools that assist with scheduling, resource allocation, and milestone tracking.
• Settle for software that is not intuitive with automated reminders and updates.
• Hesitate to use AI tools for improving grammar, spelling, and composition throughout the writing process.

Remember that AI provides a diverse array of tools; there is no universal solution. Identify the most suitable tool for your specific task. Also, like a screwdriver or a hammer, AI needs informed human direction and control to work effectively.

Looking for tips when writing your grant application? 

Check out these resources:

• 4 Tips for Writing a Persuasive Grant Proposal
• Writing Effective Grant Applications
• 7 Tips for Writing an Effective Grant Proposal
• The best-kept secrets to winning grants
• The Best Grant Writing Books for Beginner Grant Writers
• Research Grant Proposal Funding: How I got $1 Million

Final thoughts

The bottom line – applying for grants is challenging. It requires passion, dedication, and a set of diverse skills rarely found within one human being.

Therefore, collaboration is key to a successful grant process . It encourages everyone’s strengths to shine. Be honest and ask yourself, “Which elements of this grant application do I really need help with?” Seek out experts in those areas.

Keep this guide on hand to reference as you work your way through this funding journey. Use the resources contained within. Seek out answers to all the questions that will inevitably arise throughout the process.

The grants are out there just waiting for the right project to present itself – one that shares the funder’s mission and is a benefit to our communities. Find grants that align with your project goals, tell your story through a compelling proposal, and get ready to make the world a better place with your research.

The AJE Team

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Blog Business

How to Write a Grant Proposal [Templates Included]

By Tobi Ojenike , Feb 28, 2024

If you work for a nonprofit organization or are a researcher, you’ll know that a grant proposal is a document submitted to a funding agency.

Grant proposals are also known as a request for application, notice of funding opportunity, or request for quotes and qualifications.

Grant proposals are your chance to convince grantmaking bodies (agencies that distribute funds) to hand over money. Generally, grant proposals include information such as an organization’s mission and budgetary needs.

In this post, I’ll show you how to write a successful grant proposal (tips and templates included!) and then teach you how to make a grant proposal using a Proposal Maker and grant proposal templates .

Click to jump ahead:

• Factors to consider before writing a grant proposal

How to write a grant proposal

Sample grant proposal templates.

• How to create a grant proposal with Venngage

Here are some things to consider before writing a grant proposal

• Audience:  Consider your target audience and tailor your copy to their interests and needs.
• Funding:  Choose your funder carefully. Always have an alternative list of potential funders and know the long-term sustainability of your project.
• Understand the grant requirements: Every grantmaking body sets its own rules regarding goals, application deadlines, and guidelines, so make sure you understand them and can differentiate between them.
• Have a plan :  Create a specific, actionable plan for what you want to do and why. Make sure you know how your plan will achieve positive results.
• Write a draft : Research and write down each request in an outline. Plan how you’ll add visuals to give your grant proposal an extra edge.
• Be clear and concise:  Avoid writing in the past tense and use action verbs. Again, visuals can sometimes be a better option over words.
• Include supporting materials : Provide a budget of how you’ll use the funds and include evidence to substantiate any claims you make.

Other helpful tips to consider

Here are some extra tips to help you write a grant proposal that stands out.

• Start early
• Apply early and often
• Get feedback and revise your proposal accordingly
• Be brief, concise and clear
• Be organized and logical
• Be explicit and specific
• Be realistic in designing the project
• Follow up after the proposal

Grant writing can be tricky, but it doesn’t have to be if you understand the basics.

In this section, I’ll give you tips on how to write grant proposals that’ll impress prospective funders (grant writers take note!).

Include a cover letter

The cover letter is not technically part of a grant proposal but they’re core to a successful grant application because it helps funders understand who you are.

Busy decisionmakers want to know who they’ll be funding and look for clues in your cover letter after reading through your proposal.

In your cover letter, don’t be afraid to bring out your personality, but also make sure you cover the basics like how your project fits with the funder’s objective.

Include an executive summary

The executive summary is probably the first (and maybe only) part of a grant proposal read by a funding organization.

It needs to be concise and summarize key points such as goal, strategy, people involved, expected results, and budgetary needs.

Here’s an example executive summary for some inspiration.

Provide organizational information

Providing organizational information in a grant proposal helps build credibility and establishes trust.

More importantly, this section allows funders to assess the alignment between their funding priorities and your organization’s goals and activities.

Therefore, make sure to answer questions like: What is your mission? Do you have an organizational history? What will be the impact of this project? What other programs or services do you render? 

Here’s an example of background organizational information you can make your own.

State your objective(s)

Early in your grant proposal, you should state the objectives of your project, the target audience, and expected results.

This underscores the feasibility of your project within a grant timeframe and can influence funders’ decision on a project’s worthiness (i.e.; the difference between a yes and no).

Here’s a great example of a grant proposal that nails this section.

Describe the statement of needs

The statement of needs section is used to build strong case for your project.

In this section, use data, facts and figures to back statements. This will be more meaningful than just words alone.

But make sure your data is accurate. There’s nothing worse than misleading information which can lead to rejections and damage your reputation.

Here’s a grant proposal template that has a customizable statement of needs.

Explain your methods and strategies

You’ve identified a problem and solution, but how are you going to achieve what you plan to do?

That’s what the methods and strategies section is for. Here, potential funders want to see how you’ll use their funds to determine if the project is viable.

For example, maybe your objective is to enhance community health through a mobile clinic initiative.

Detail each step of this process from procurement of medical equipment and vehicles, recruitment and training process for healthcare professionals, and logistics for deploying mobile clinics.

Here’s an example of a grant proposal that first lists goals and objectives and immediately provides an overview of the path to success.

Include an evaluation plan

When funders hand out money, they have certain conditions, like making sure you are held accountable of project progress. Often, you’ll only get more money to continue as you complete milestones.

The evaluation plan section is where you show funders how you’ll spend money as described in your grant proposal to ease their fears and doubts.

This section also shows funders that you have a realistic timeline for the project and that you’re not using the funds for any other purposes.

Include a project budget

Perhaps the most part of your grant proposal is the project budget. This is where you reveal exactly how you’ll be using funds.

Be transparent and provide a full overview of expenses and detail where and how it’ll be spent.

A great way to do this is to use an itemized table or financial plan.

When presenting an overall sum, make sure you don’t overstate or understate your needs. You don’t want funders to doubt your true intent or doubt project viability.

Here’s a grant proposal with a budget section you can use.

Include a financial sustainability plan

Most grant writers overlook including a long-term financial sustainability plan.

Most funders view grants as a long-term investment and want to back projects that can be sustainable even after the money stops rolling in.

Demonstrating a clear understanding of these factors shows funders that you have thoroughly considered the project’s financial trajectory and are prepared to manage it responsibly.

What should you include here? Total cost of future ownership, maintenance costs, inflation, ongoing, and future growth potential are a few ideas.

Sign off with your team information

Treat grant proposals as official documentation.

At the end of your grant proposal, include your (or your company’s) contact details. This makes it easier for the funders to reach out to you and do their research on you and your team.

Here’s an example of a grant proposal with a great ‘about us’ section.

Now that you understand the basics of a grant proposal, it’s time to get to work and create your own.

But you don’t need to start from scratch. Instead, edit these grant proposal templates and convert them into your own winning proposal

(Hint: visit the links to see the entire template).

How to create grant proposals with Venngage

If you want to create grant proposals that grab attention, look no further than Venngage.

With Venngage, you can you communicate boring technical info with engaging visuals and customize our professionally-designed grant proposal templates.

You don’t need to be a designer to use Venngage. If you know how to work Microsoft Word or Google Slides or similar tools, you can use Venngage.

Step 1 – Sign up for a Venngage account (it’s free!)

Sign up for a Venngage account for free using your email, Gmail or Facebook.

Step 2 – Go to the “Templates” page and select “Proposals”

Venngage already has grant proposal templates you can edit to suit your idea and vision.

To find them, go to our templates page and choose the “Proposals” category. After selecting it, this screen should load.  

Note :  Some of our grant proposal templates are free to use and some require a small monthly fee. Sign-up is always free, as is access to Venngage’s online drag-and-drop editor.

Step 3 – Select the “grant proposal” subcategory

Look for the grant proposals subcategory in the proposals template page and select it.

Step 4 – Customize your grant proposal

Browse our selection of grant proposal templates. Once you find one you like, click on it to launch the editor tool.

Here, you’ll be able to add your own text, change the design, and customize the template as you like.

Some of your customization options include:

• Add engaging visuals and symbols 
• Change color scheme
• Change the fonts and text to match your brand or style
• Move elements around with a drag and drop interface

For example, let’s pretend I chose this grant proposal template to customize.

Let’s edit this together.

For example, I want to replace the logo to reflect my company. Well, just select it and click the “ Replace ” feature on the top left. 

Once you click “ Replace “, a tab will open where you can select visuals from our library of icons. You can also upload an image (your logo).

By the way, our in-editor library has thousands of free, professional icons, plus diverse icons.

Now, let’s say I want to change the background color of some of my template.

That’s easy as well! Just select the text or background and select the “Replace” feature again. This time, you’ll be prompted with another pop-up where you can select a different color.

If you sign up for a Business Plan, you’ll also get access to My Brand Kit . With this, you can apply your brand colors to any design with one click. 

Step 5 – Save, share, or download your grant proposal

When your grant proposal is complete, you can save it as a PDF or PNG file if you’re on a Business Plan.

However, all users will always have access to shareable link that they can send potential funders.

Final thoughts: Create grant proposals with Venngage and secure funding today

A well-structured grant proposal with appealing visuals can make a lasting impression on funders and tip the balance in your favor.

Don’t waste your time with tools like Word, Google Docs where you’ll get limited design flexibility and visuals that don’t engage.

Instead, head over to Venngage’s grant proposal templates to give yourself a winning edge.

Frequently asked questions

How long is a grant proposal? 

The length of a grant proposal depends on the funder but a typical grant proposal is usually between 5-20 pages. The funding body might request additional documents as well, so it’s important to know funding guidelines.

What is the writing style for a grant proposal?

The writing style for a grant proposal is formal. You want to be concise and objective, so focus on clarity, impact and your alignment with the priorities of the funder.

What is the lifecycle of a grant proposal?

The grant proposal lifecycle begins with research, planning and development, followed by drafting, revising and editing the narrative and budget. Applications are then submitted before funders review and make decisions. If successful, negotiations may occur to finalize details, after which the funded project is implemented according to the approved plan. Finally, progress and final reports are submitted to the funder. This cyclical process ensures accountability and project success.

What is the difference between a proposal and grant proposal?

Proposal is a broader term encompassing various applications for funding, resources, or partnerships whereas a grant proposal specifically refers to an application for grant funding from a foundation, government agency, or other organization.

What is the difference between a grant proposal and a grant letter?

A grant proposal is a detailed document that includes the project description, methodology, financial plan, and financing rationale. A grant letter, on the other hand, can be a more straightforward request or statement of interest.

How To Write a Grant Proposal: Guide + Templates

Fundraising practices.

Megan Allison

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Nonprofit grant proposals can be a daunting task for fundraisers, but it’s a key way to help gain more sustainable funding for your organization. From finding the right grants to writing and applying for them, grant proposals require a lot of research and attention to detail! Even experienced fundraisers can feel overwhelmed, but by following a planned process and some best practices, you can take the stress out of appealing to grant funders. 

• What is a grant proposal?
• 5 best practices for writing a convincing grant proposal

How to write a grant proposal for nonprofits in 11 basic steps

• Where to find grant opportunities
• Grant proposal templates
• Grant proposal do’s and don’ts

What is a grant proposal? 

A grant proposal is a structured document that outlines the need for funding, your nonprofit’s objectives, the proposed project’s scope, and the budget you need to accomplish your project. It serves as your voice when grant funders are reviewing proposals, and it can decide whether you secure the grant or not. 

Nonprofit grant proposals need to tell a moving story about your organization’s mission and vision while adhering to the stringent guidelines set forth by the grant maker. Writing a good grant proposal requires attention to detail, strategic thinking, and a compelling solution to a problem.  

What do you write in a grant proposal? 

Before you start writing your grant proposal, you need to know the key parts to include when writing your proposal .  

• Cover letter: Your cover letter is the first impression you make on the grant review committee. Include big accomplishments and details that will help persuade the reviewers of the success of your work.  
• Executive summary: The summary is a snapshot of your proposal. Create a concise but compelling way to capture your mission, the project’s scope, and the budget in a single page. 
• Statement of need: Dive deep into the problem your nonprofit is trying to solve with grant funding. Use data to make a clear case for why the funder’s support is crucial to the impact you can make. 
• Project description: Your description details how your organization intends to address the problem identified in your statement of need. Approach this with clear and tangible solutions to the issue at hand. 
• Organization background : Show your nonprofit’s history, current programs, and any previous successes that demonstrate your capacity to handle the project you’re proposing for the grant. 
• Budget: Go into detail about how exactly you plan to use the grant funding for your program. 
• Sustainability plan: The fundraising world is looking more to sustainability to ensure organizations are getting to the root of a problem rather than just applying a short-term bandage. Outline how your program can continue long-term to help the problem at hand.  
• Overall impact: Bring the grant review committee back to the main goal of your proposal by highlighting the overall impact your project aims to achieve. 

Each component of your grant proposal serves a unique purpose! Use your nonprofit’s voice to help ensure the work you do is highlighted through each part. 

5 best practices for writing a convincing grant proposal 

1. make sure you have everything you need for your application. .

The guidelines for the grant you’re applying for should have all the information you’ll need to collect to apply for the grant. Two things you should make sure you have before you apply are your mission statement and any required paperwork. Your mission statement should be clear and explain your nonprofit’s purpose to provide a first impression for funders.  

There are a few types of paperwork you may need to meet the grant’s eligibility requirements. Funders may request financial statements or annual reports, as well as other documentation on your nonprofit to be submitted with your proposal. Make sure you can match all the eligibility criteria before preparing your proposal to avoid wasting energy on applications that are ineligible for approval. 

2. Tell a powerful story. 

Grant funders are looking for projects that can create a lasting impact in their communities. To show your organization can create long-term change, use success stories that can be backed with data to show what your nonprofit can do. Emotional pull is an important part of the grant writing process, but numbers help solidify your funding request.  

Craft a story that paints a clear image of your nonprofit’s identity, both visually and narratively. Share both successes and challenges to build a realistic visual of how your organization solves problems.  

3. Research previous winners. 

Before writing, research the grant you’re applying for and who the previous grant awardees are. Understand what the grant funders value to ensure your proposal is aligned with those priorities. Studying winning proposals from the past can provide insight into what works best for a specific funder. Look for common elements across different winners and structure your proposal in a similar fashion without losing your nonprofit’s voice. 

4. Writing clearly and concisely. 

Avoid using overly specific jargon and be as clear as possible. You’re an expert in your field, but the grant funders might not be. Your proposal might make perfect sense to you, but to others, it could take too much time to understand. Your communication needs to come across clearly, convey why your project matters, and how it will address the funder’s priorities. Make a checklist to guarantee you hit every point in your narrative. 

5. Double check your work. 

Proofread your proposal multiple times and have others review it as well. Typos and grammatical errors can detract from the power of your message. It also helps you ensure that your messaging is consistent throughout the proposal and that you’ve met all necessary guidelines.  

1. Finding the right grants to apply to 

Look through well-established grant databases, set up Google alerts, check out company foundations, and network with other nonprofits to keep track of available grants that align with your mission and find one that will fit your program needs. 

2. Making a list of guidelines you must match 

Create a checklist of the grant’s guidelines that need to be met in the proposal you submit. This helps you ensure accuracy and thoroughness throughout the writing process and provides an easy resource when double checking your work 

3. Summarizing your work 

In a few sentences, summarize what your nonprofit does and the primary focus of your work and the project you’re submitting for the grant. You can use this summary as a baseline for creating your nonprofit voice for the proposal, as well as use it to make first impressions when networking with potential funders. 

4. Illustrating the problem you solve 

Use real examples and statistics to help you illustrate the problem you’re tackling. You can show the urgency and need for solutions to the problem by providing tangible evidence of the issues occurring within your community.  

5. Specifying goals and objectives 

Your project needs to have specific goals with metrics you can measure to show your success. These goals should be directly related to resolving the problem you’ve identified in your community. Your objectives should also be something you can reasonably accomplish.  

6. Explaining your project plan 

Detail the steps of your project to achieve your objectives. Be specific about who will do what, when, and how to give an overview of the proposed timeline. You should also include how each step will help you move towards your objectives.  

7. Proposing your budget 

The budget is a key component of your grant proposal. Every line item should be justified and directly tied to activities that will help you achieve your goals. Your budget needs to be reasonable and fit within what the grant is able to offer in funding.  

8. Planning your evaluation 

Decide which metrics you’ll use to measure the success of your project. This part of your proposal demonstrates your commitment to accountability and your capacity to manage the grant. Pick a few key ways the funders can evaluate your program.  

9. Ensuring sustainability 

Show how you’ll maintain the project’s success after the funds from the grant are exhausted. Present a realistic, long-term plan for continuation. Your grant proposal doesn’t just fund a project with short-term results–it should initiate a change or growth that’s sustainable without continuous support from the funder. 

10. Revising your proposal 

Never rush the review process! After completing your first draft, provide a copy to a few reviewers to ensure your message gets across. You should also review yourself a few days after finishing up your draft to get a fresh look. You’ll be surprised how a clear head can help provide new insights. 

11. Following Up 

If you haven’t heard back within a reasonable time, it’s okay to follow up with the grant funders. Keep it simple and check if they’ve had a chance to review your proposal. You can also ask the grant review committee to provide feedback on your proposal to help you improve for your next proposal. 

Where to find grant opportunities 

There are a couple places you can look when trying to find grant opportunities . Well-known grant databases, such as grants.gov or GrantWatch , can be great resources to do a wide search of grants. You can also look at large corporations to check if they provide grants, such as Carnegie Foundation or Bank of America . Local government branches that work within your cause are also great resources for grants. You can also network with your board members or other nonprofits to find grant opportunities that you already have a connection with.  

Here are 10 more places to find grants:

• National Endowment for the Arts
• GrantFinder
• Economic Development Directory
• Walmart Foundation
• Coca-Cola Foundation
• Aldi Cares Community Grants
• Candid’s Foundation Directory
• GrantStation
• Home Depot Foundation

Grant proposal templates 

If you’re looking for a place to start, use this grant proposal template: 

Cover letter

Dear [Grantor’s name],

Introduce your organization and thank the grantor for the opportunity to apply. Then, provide a brief overview of your nonprofit, including your mission, goals, and any unique strengths that set your organization apart.

Next, describe the specific project you’re seeking funding for. Explain the problem or need it addresses, the objectives of the project, why your organization is well-suited, and the intended outcomes. Include one or two examples of relevant experience that show your organization’s ability to complete the project.

Thank the grantor for considering your application and provide contact information to answer any questions they may have.

Executive summary

Provide a brief summary of your proposal that provides the grantor the most important details of your project. Explain what your organization does, why the project is important, who the project helps, and an overview of your suggested budget in a concise manner. Be sure to include the items listed below.

• Mission statement
• Problem statement
• Objective of the project
• Intended outcomes
• Funding request

Statement of need

Provide context about the issue or challenge that your organization is addressing with this project. Describe the problem in depth and highlight its impact on the community using key statistics about the problem. Provide examples of how this project aligns with your nonprofit, as well. Include images and data graphs to provide a visual of the issue.

Project description

Provide an overview of your proposed project, including its objectives, activities, and intended impact. Outline the specific activities and steps needed to achieve the project’s purpose, as well as details about each activity. Let the grantor see your staffing structure and what responsibilities each role will have in the project.

Include a timeline of key deadlines for your project into smaller phases and explain which activities will take place during each phase. The goal of this section is to show a thorough and transparent plan to the grantor. Break this section down into the sections listed below.

• Activities and action plan
• Staffing structure
• Project manager
• Roles and responsibilities

Organizational background

Use this section to introduce your organization to the grant reviewer and establish credibility. Restate your missions and values, and describe the different services and programs currently offered by your nonprofit to show your experience in similar projects.

Detail any previous achievements your organization had serving the community to provide credibility and a record of success to your proposal. Include any relevant qualifications your nonprofit has in your cause that could help with accomplishing your proposed project.

Provide an explanation and estimation for each expense of your project (materials, marketing, technology, administration, etc.). The grantor will want to know exactly how you plan to use the funds provided by the grant, so be as specific as possible in your budget when showing how your expenses directly contribute to achieving the project objectives.

Link each line item from the proposed budget to your project’s goal to show each expenses’ part in achieving the desired impact. Provide a chart or graph to add a visual representation of the budget.

Sustainability plan

Outline your nonprofit’s strategy for creating long-term sustainability of the proposed project. These plans should include where future funding will come from, what plans you have for long-term staffing of the project, and what ongoing support the program will receive from your organization.

This section is to show the grantor that the project will provide a reliable solution for the problem and not a short-term fix that relies purely on the grant fund.

Overall impact

Provide a detailed overview of the impact the proposed project will have on the community. Describe what the long-term benefits of the project will be on the community and how this impact can be measured by the grantor. Specify objective metrics that the grantor can use to examine the accomplishments of the project and include what metrics would need to be reached to indicate success.

AI prompt ideas 

Consider using AI to generate new ideas for the different sections of your proposal. It can help you add a fresh perspective to your proposal or save you from writer’s block. Here some prompt ideas to help you fuel your writing process: 

• “Write a one-page executive summary of [insert proposal sections] highlighting [your organization] accomplishments.”  
• “Create a data table of [public program data] to show the success of [program name].”  
• “Describe how [project mission] could help solve [community problem].”   
• “Use [project estimates] to create a budget for [program name].”  
• “Define the overall impact of [project plan] on [community problem].”  

Grant proposal do’s and don’ts 

Use these grants do’s and don’ts as a reminder for writing the best grant proposal you can.  

Do prepare well ahead of time 

Grant proposals need to be a well-planned effort, not a last-minute scramble. Planning ahead can help you make a more polished proposal. 

Do communicate a consistent message 

If it doesn’t feel like your proposal matches your mission, you’ll be less likely to receive the grant. Ensure the messaging of your proposal matches your nonprofit’s mission and branding.  

Do show transparency 

Be open about how your nonprofit works and how you use funds. Transparency shows the grant funders that your organization is trustworthy to follow through with your proposal.  

Don’t submit without creating a connection 

Your proposal isn’t just a document–it’s an overall approach to creating financial partnerships for your organization. Don’t submit your proposal without reaching out and connecting with your potential funder. 

Don’t skim the guidelines 

The guidelines provided for each grant are specific to the grant and are required by the funders to get their funding. Missing out on a guideline can mean you lose your chance at the grant. 

Don’t be vague on your impact 

The grant funders want to see results. Making vague claims about what your organization can do without backing it with data can undermine your credibility. 

Final thoughts 

The grant proposal process can be challenging, but the results are well worth the effort. Successfully securing a grant can provide more sustainable financial support needed to accomplish your nonprofit’s next big project and make a meaningful impact in your community. 

Every word in your proposal should lead the review committee back to the main problem your project can solve with the help of the grant. Tell your story and make a compelling case for why your nonprofit deserves funding and how you can change the world. 

Additional resources 

Use these additional resources to help you find and write grant proposals for your organization.  

• Quick Guide to Grants for Nonprofits: Tips, Resources & More . Use this guide for more tips and resources for writing grant proposals.  
• How to Find & Engage The Right Grant Funders For Your Nonprofit . Find grant funds to apply to using this guide.    
• How To Find And Get Grants . Check out this webinar on how to find and get grants.  
• Demystifying the Grants Lifecycle: Grant Seeking Lessons and Pro-tips from the Field . Watch this video to learn tips on getting grants from experts in the field.   

About the Author

Megan is a writer at Qgiv who takes pride in helping nonprofits. In her freetime, she enjoys reading, music, and playing with her two cats.

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Home » Grants » Business Grants

21 Steps to Writing a Perfect Grant Proposal for Education

Do you want to apply for education grants but don’t know how to write a proposal? If YES, here are 21 steps to writing a grant proposal for education purposes.

When we hear these words written as the title of an article, one may confuse it to mean that a student writes a proposal to solicit for funds in order to finance their educational aspiration. But seeking a grant for education simply means that a teacher or group of teachers who have identified a need in the educational system, have put together a proposal to seek funding for that project. This is aimed at improving the student’s performance or comprehension in any field it is requested for.

For example, a teacher may notice that quite a number of students may be struggling with learning the multiplication table at their school and may decide to establish some type of miniature playground that can teach the students the multiplication table within an environment that is fun.

So, the idea is that while the children are having fun sincerely, the multiplication table is taught. Sometimes the school itself may not have the extra funds to invest in such a project, so the teacher can seek for funding from grant organizations.

Some of these grant organizations may exclusively make their funds available to only schools, or there could be grant organizations that simply make grants available to eligible candidates, once they are able to prove their worth through a well written proposal.

In today’s article we will be looking at some of the major aspects of a grant proposal for education like the introduction, project description, budget and so on. We would also be discussing some tips that will make you have more grants paid.

When most people think of soliciting for funds, they may be uncertain as to whether their proposal will be good enough to get a grant. But one thing most people fail to understand is that if you never try you will never build the necessary skills that will get you receiving grants time and time again.

These tips will give you more insight on how to make your proposals grant worthy. Just in case you have never done this before, it would be good to know that usually there are staff members within the administrative board that have to approve grants that go beyond a certain amount.

So, it would be wise to ensure that you have already spoken to these people and that both the project and the amount you are seeking have been approved by the necessary admin personnel. Another interesting tip to consider when putting together a proposal of this nature is to think like the person who would be attending to the document you are about to send.

Put yourself in their shoes or in their mindset, find out questions they may be asking, points they may be looking for and concerns they may have about your intended program. When you have this kind of mindset, then you will write in a way that presents your case to the reviewer in terms they will identify with.

Tips such as these will be very helpful in giving you a well-rounded perspective on how to go about writing a grant proposal for education.

• BE OPTIMISTIC

Usually there’s a kind of negative way of thinking when it comes to writing a grant proposal. Most people think about how much they are about to ask for, then wonder if the funds are actually going to be made available. First of all, getting people to believe in what you do for them to release their support in cash or kind could be quite tasking.

With a lot of fraudulent people out there only seeking to get money to use for their own private purposes, grant organizations and sponsors have to be careful. In spite of all these negative impressions, being optimistic about your proposal is paramount; it will give you the much-needed energy to persist when the times get hard.

When you face challenges putting together aspects of the proposal, or when you face challenges getting the administrative officer to sign off on the idea, you have to see yourself receiving the grant, see yourself executing the program successfully, just be super optimistic about the entire activity and you will see it will go a long way.

Writing needs inspirational energy, and a mind that cannot see things happening cannot access great ideas to document on paper. A negative mindset can make you take too much time in writing the proposal, because you really can’t see the idea taking off. When your mind is filled with negative thoughts, any little challenge you face could be made into a mountain of issues, you will suddenly have more reasons not to write.

However, the opposite is true when you have an optimistic mindset about the outcome of the entire process. You will be full of innovative ideas for the project, set-backs will be seen as stepping stones, and difficulty would be seen as training hoops you would have to scale through. In fact, it is this kind of enthusiastic approach to getting funds that will make your team members to give themselves entirely to the process; even they would want to see you succeed with your idea.

2. GET RELEVANT PEOPLE INVOLVED

It would be better for you if you have other people working on the proposal with you. This could be other teachers who can provide other perspectives to the project. Writing a proposal can be very tasking, you may even need the assistance of professionals.

Sometimes the person you need may not be someone who knows a lot about what is needed. It might just be someone who will read through the entire proposal for typographical error or spell checks. Sometimes this pair of fresh eyes can also comment on the way grammar is used in the proposal.

3. CROSS CHECK FOR MISTAKES

It’s just like writing an exam; you may need to cross check your entire document for simple mistakes that may cause the reviewer to see your proposal as a mediocre attempt. Most times when we write things like this, we are so busy looking at the bigger picture that we do not notice some of the little mistakes that may ruin our chances at receiving actual funds.

We can make mistakes in the way we write the document, the way we put together the budget, the way we address the grant organisation and so on. This is also one of the areas where you may definitely need someone to look through the entire proposal and give you feedback on how the entire write up is structured. They too can point out glaring mistakes that may have skipped your attention.

4. UNDERSTAND THE FUNDING ORGANISATION

You will be approaching an organisation for grants for your educational project; this organisation would be more obliged if they knew you had some type of understanding as to what they do. It’s like going for an interview with a firm and not knowing anything about what that firm.

So it would be advisable to research the grant organization of your choice, find out exactly what their interests are, what their vision is, and the kind of projects they have done before and so on. When you skillfully weave this into your write up, the reviewer will have the sense that you are not just approaching them for their money, but you actually care about what they care about. This will help tremendously in getting you the funding you need.

5. SEARCH FOR A GRANT ORGANISATION

This may as well be one of the very first few tips in writing an effective proposal for your educational project. First of all, look for organizations that are willing to make finances available for projects such as these. There are some who simply focus on making grants available for schooling projects alone, there are others who would be interested in the age group of the students who would benefit from the program and there are others that focus on the impact the program can have on the community.

Spending time to seek out the actual organizations you would be soliciting for their funds would give you a strong backbone for the proposal you are writing. It takes some type of insight to actually locate the organizations that will be willing to make this available to you.

6. ANALYZE THE SUSTAINABILITY OF THE PROJECT

When looking into setting up a project like this, it would be much better to look into sustainability. Is it the kind of program that may require funding every academic session? If so would your granting agency be willing to make these monies available every academic session? How about staff, will those who volunteer their time for the program always feel okay about making their time available for the project?

These are questions you need to answer so that you will also know if you have what it takes to keep the program going. Sometimes, it doesn’t pay to start something when there are no clear-cut means of sustaining it. So, for the sake of maintaining your integrity, make sure you have paid attention to sustaining the program.

7. BE SIMPLE IN YOUR WRITING

The reviewer may not know most of the technical words that has to do with your field of expertise, so ensure you keep the wordings in your proposal simple enough for the reviewer to read through the document without getting a headache.

The truth is that you are trying to convince the reviewer about the potency of your idea; you are not trying to confuse the person. Usually when one finds it difficult to understand what is being communicated, one simply switches off. Nobody is going to grant a request for something they don’t understand.

Simplicity is the way to go when putting a document like this together. When I say simplicity, I mean in the syntax of the document not its content. It should make for an easy read, and the reviewer should be able to read through it effortlessly.

8. BE THOROUGH AND DETAILED

In order to be as thorough as you need to be, you need to spend a lot of time researching the various the project you want to execute. A person should be able to look at that proposal and see every detail of the project.

This is important because the reviewer would definitely have some questions about the project as they go through the proposal. Not only must you look into all the details, the project may require you to get into the mind of the reviewer and ask the questions he will most likely be thinking in his head.

This will ensure that there are no loopholes or places where the reviewer can develop faults with your writ up. You want to be faultless in your presentation of the facts; this type of excellent approach will definitely be an advantage to you getting the funds you need.

9. FOLLOW THE AGENCY’S GUIDELINES FOR WRITING A PROPOSAL

Some agencies have specified guidelines when it comes to grant proposals. When putting together your proposal, be sure to keep to those instructions; do not exceed the parameters they have provided for you. They may have their reasons; some may go as far as pointing out the font size you should use and how many pages the proposal should be. Adhering to the agency’s guidelines will make it easier for the agency to read your write up.

10. ENSURE THAT YOU HAVE WHAT IS NEEDED TO EXECUTE THE PROJECT

Writing the proposal is one thing, executing it is another. Sometimes the person or persons who wrote the proposals are not the people who will execute it.

If this is the case with your situation, then you may want to include certain details as to how the project can be executed so that in the situation where you are not the person to execute it, the desired outcome will still be achieved if the people who execute it follow the plans you have already laid out for the effective implementation of the project.

11. TIMELINE

It will be much better if the timeline for the completion of the project is clearly stated in the proposal. The timeline for project completion is one of the major keys to getting your proposal approved by the granting agency. Everyone who sees the proposal would know the duration of the entire program with intricate details. It informs very clearly the actual events and resources the project would require.

12. USE STATISTICAL DATA

In convincing the reviewer about your idea, stating the statistics that support your idea will go a long way in strengthening the reviewer’s conviction about your idea. The very first set of statistical data should be the one that supports your stance, the one that supports the reason why you think this project or program is worth the money you are seeking. Research and look for the actual numbers and build up your case.

Look for statistics that reveal the negative conditions that are very present within your field, these negative statistics are also part of the reasons your program should be approved, so that through the effective execution of your program, the negative statistics can be reduced.

13. EDUCATE YOURSELF ON GRANT PROPOSAL WRITING

Don’t assume you know it all, educate yourself on grant proposal writing. The more you know about writing grant proposals, the more you will get better at putting it together. Your skill for writing this type of proposal would increase as you continue to get more materials.

When you broaden your awareness as to how these write ups are made, what grant agencies are looking for and the various opportunities that are out there for those looking for grants, you will be on your way to getting more finances for your projects.

14. PUT TOGETHER THE CURRICULUM

So, the curriculum of the entire program has to be put together and it has to be designed in a way that it addresses the problem you are trying to solve. If there were not problems with the traditional way things are taught, you wouldn’t have thought to develop a new program to address those weaknesses in the former approach. So you would need to put together some type of curriculum for your proposed program.

15. IDENTIFY MEASURABLE OBJECTIVES

When you include measurable objectives in your proposal, it is most likely going to get more attention. It shows that the progress of the program on the students can be measured in very clear parameters. So, it is safe to say that if such a program is not effective it will be clear after some time, then the entire project would have to be reviewed to discover why the initial approach was not effective. Adjustments can be made to ensure better results will be achieved.

16. BE REALISTIC

When it comes to projecting how much effort it would take to actually execute the project, you have to be very realistic. Do not go over the top expressing your ability to deliver certain results or influence certain outcomes. Look at your key strengths and weaknesses and identify if you would be able to deliver on the level you have projected.

Look at the strengths and weaknesses of your team as well, because you would not be executing this plan on your own, your team members have a part to play in achieving the goals of the project.

Also, be realistic about what the students stand to gain from the entire project, being overly ambitious about these things may make expectations higher than what is necessary, hence putting yourself and your entire team under pressure to perform.

17. PROFESSIONAL DEVELOPMENT

It will also help your case if you are able to present to the reviewer how this project will help the professional development of other teachers and professionals within the field where the project is focused on. This will give the reviewer the impression that this project will not only impact students who participate in it, but it will also add value to the professionals who take pride in this particular educational sector.

18. WRITE FOR THE RIGHT REVIEWER

The way you style your proposal would have to appeal to the agency or organization you are writing to. This means the way you would write to a State agency would definitely be different in style from the way you would write to a Federal agency. The same goes for if you are writing to a private funding organization. Most private funding organizations have strict guidelines as to how to go about this and so do the governmental agencies.

10 ELEMENTS OF A GRANT PROPOSAL FOR EDUCATION

When it comes to writing a grant proposal below are very important things that should make up the content of your proposal;

• INTRODUCTION

This is where you introduce yourself, your school and your project to the reviewing party. The introduction is so important because it can spell the difference between whether the reviewer would continue to read or simply put the proposal away. Be sure to explain why you intend to execute such a program, give brief indications on certain points you would be citing in the entire proposal.

The first thing you want to make sure you understand before you complete this particular section is the project. What projects have you decided on running, how will this project impact those who participate in it and the field in which it will make impact in? One suggestion is that it should be a project you are particularly passionate about and have already been nursing in your heart for a while.

You also want to briefly introduce the plan in this particular segment of the proposal, you do not need to go into details about the plan but a little summary of the various methods you intend to employ in executing the program will go a long way in making your proposal interesting for the reviewer. You should have already looked into all of the aspects of the plan before making the summary of the plan available for your introduction.

One thing that will help you put together an excellent proposal is when you get to understand why you need to write this proposal to get your grant. Your reason must be strong enough to compel you to the hard work of putting together a document like this. You must be fully convinced that such a program would be the solution to whatever challenge you may have noticed in the school.

Don’t just go into writing a proposal because you think you can, spend some time planning how you are going to put together this proposal and the kind of approach you are going to take. Look into the various aspects of the entire project and even research if such an idea had been done in any other place, find out how well it went with those students.

Also make sure you have received proper permission from the authorizing personnel before beginning your proposal. It would be very frustrating if you and your team spend so much time working on your proposal only to have it turned down by the school administrative board even before it goes before the reviewers.

• DESCRIPTION OF THE PROJECT

Finally, you have the opportunity to go into details about the nature of the project. In the introduction, you had just given the reviewer a tip of the iceberg, so now; you have to go into full details as to how this project would be implemented.

You will be describing the various strategies you intend to use in this project, it would be much better if you carry out proper research about the methods and curriculum you want to use for the project, so that your description of the project can be convincing enough to receive a grant.

• THE NEED YOU INTEND TO MEET

For this proposal to be relevant there must be a need you intend to meet. This is the part of the proposal where you identify the problem facing the students. This is where you can freely use statistics to tell the story of the state of things and why they need to change.

Here you would explain why your method or approach to solving the problem would be effective. Get statistical data of how the methods you intend to employ for this program have worked in times past. Identify the need and further explain why this project is adequate for solving that problem.

Now you expand the solutions within the project as it has to do with solving the problem. Make sure to make this section as detailed as possible so as to really convince the reviewer of the effectiveness of your methods. Of course, you should have already done your research on how these solutions would work, your statistical data would also be plus in this particular aspect of the proposal.

• THE PLAN OF THE PROJECT

You have discussed the project in itself, but you didn’t go into the specific plans you intend to put in place to ensure that the objectives of the project are successful. This plan would include the strategies you intend to employ. The reviewer should be able to see the entire project unfold activity after activity, each of which would have its description, objectives and anticipated impact it hopes to instill in the students.

This is one of the most important aspects of the entire proposal; this is where you have to be as thorough as possible. Make sure to think about every fee that is payable to every participating body in the project. Do not forget to factor in tax payments as your grantee would most likely not make any more money available for the project once a particular amount is granted. So be sure to have done your homework, your research and anticipate all expenses as much as possible.

This is also where you need to ask for assistance from an accountant friend or someone who is good with numbers, someone who can help you look at the entire project and give you a very clear view of all the finances you would need to make the project a success.

Do not fall into the temptation of asking for more money than is required, do not pad the budget for selfish gains, it is understandable to make room for miscellaneous expenses, as one cannot anticipate every single thing that may happen as the project goes on.

• EVALUATION PLAN

You must have a way to evaluate how the entire project has been done, what needs to be improved and so on.

Looking through this entire article, you would find various tips that should help you secure the grants you need for the various educational programs you may want to establish in your school. Many have been successful with securing grants to the tune of $500,000 over the years.

So it is very possible to achieve those dreams for your school. Be sure to go through the various things discussed here and ensure that you write the best possible proposal for the project that will help with educating students in your school.

More on Business Grants

Step-By-Step Guide to Writing a Grant Proposal

Writing a grant proposal is incredibly time-consuming.

No joke. It's one of the most complicated documents you could write in your entire life.

There are different requirements, expectations, and formats—not to mention all the prep work you need to do, like market research and clarifying your project timeline.

Depending on the type of company or organization you represent and which grants you’re applying for, your grant could run anywhere from a dozen to a hundred pages. It’s a lot of work, and we’re here to help.

In this guide to grant proposals, we offer writing steps and examples, as well as resources and templates to help you start applying for funding right away.

Types of grant proposals

Grant proposals typically fall into one of these main categories:

Research grant proposals - Research grant proposals are usually sent by university professors or private research organizations in order to fund research into medical, technological, engineering, and other advancements.

Nonprofit grant proposals - Nonprofits send grant proposals to philanthropic organizations and government agencies to acquire funds for community development, health, education, and similar projects.

Technology grant proposals - Grant proposals can also be sent by technology companies (software, hardware, solar, recycling, environmental, manufacturing, health, and other types of tech companies). These proposals are often sent to large government organizations looking for solutions to current and future problems, as well as VC firms looking to invest in smart startups.

Small business grant proposals - Local governments often give grant awards to small businesses to help them kickstart, market, or expand.

Arts grants - Grants allow artists that would otherwise lack the financial resources to devote extended periods of time to their art. They might need to complete an installation that can be enjoyed by the community as part of the grant.

Grant RFP proposals - There can also be a request for proposals (RFP) for just about anything. From multinational organizations like the UN to family philanthropic grants, you can find RFPs for a variety of projects.

How to prep before you write

Before you can sit down to write your grant proposal, you’ll need to have a deep understanding of:

Existing scientific literature (for research grants) or relevant reports and statistics

Market and competitor landscape

Current available solutions and technologies (and why they’re not good enough)

Expected positive impact of your project

The methods and strategies you’ll employ to complete your project

Project phases and timelines

Project budget (broken down into expense categories)

With these things all buttoned down, you’ll have a much easier time writing the sections that cover those details, as well as the sections that highlight their meaning and importance (such as your statement of need and objectives).

Create a document where you can play around. Take notes, write down ideas, link out to your research, jot down different potential budgets, etc.

Then, when you’re ready to write, create a fresh document for your actual grant proposal and start pulling from your notes as needed.

How to write a grant proposal (ideal format)

Now, let’s get writing.

The ideal outline for a grant proposal is:

Cover Letter

Executive summary, table of contents, statement of need, project description, methods and strategies, execution plan and timeline, evaluation and expected impact, organization bio and qualifications.

If you’re not writing a super formal grant proposal, you might be able to cut or combine some of these sections. When in doubt, check with the funding agency to learn their expectations for your proposal. They might have an RFP or other guidelines that specify the exact outline they want you to follow.

Note: In business proposals, the cover letter and executive summary are the same, and those phrases are used interchangeably. But for grant proposals, the cover letter is a short and simple letter, while the executive summary offers a description of key aspects of the proposal.

In your cover letter, you'll write a formal introduction that explains why you are sending the proposal and briefly introduces the project.

What to include :

The title of the RFP you are responding to (if any)

The name of your proposed project (if any)

Your business or nonprofit organization name

A description of your business or organization, 1-2 sentences

Why you are submitting the proposal, in 1-2 sentences

What you plan to do with the funds, in 2-4 sentences

Dear [Name], The Rockville Community Garden is responding to the city of Rockville’s request for proposals for nonprofit community improvement projects. The Rockville Community Garden is a space for relaxation, healthy eating, exercise, and coming together. We are submitting a proposal to request funding for Summer at the Garden. Every summer, parents are tasked with finding childcare for their children, and we have received countless requests to host a summer camp. We're requesting funding to cover tuition for 100 low-income children ages 5 to 12. The funds will make our summer camp accessible to those who need it most. Thank you for your consideration, [Signature] [Title]

The executive summary of a grant proposal goes into far more detail than the cover letter. Here, you’ll give

Statement of Need overview, in 2 - 5 sentences

Company Bio and Qualifications, in 2 - 5 sentences

Objectives, in 2 - 5 sentences

Evaluation and Expected Impact, in 2 - 5 sentences

Roman architecture stands the test of time until it doesn’t. Roman building techniques can last thousands of years but will crumble to dust instantaneously when earthquakes strike. Meanwhile, our own building techniques of reinforced concrete and steel last only a couple of centuries. Ancient Architecture Research firm is dedicated to modernizing roman building techniques to create new structures that are earthquake safe and sustainable. Our principle investigators hold PhDs from renowned architecture universities and have published in numerous journals. Our objectives for the research grant are to create a prototype structure using Roman building techniques and test it on a shake table to simulate an earthquake. The prototype will pave the way for our application for an amendment to the California building code to permit unreinforced masonry construction. With the success of the prototype, we will prove the safety and viability of this technique. This project will have an enormous potential impact on several crises plaguing the state of California now and in the future: disaster relief, affordable housing, homelessness, and climate migration. Unreinforced masonry construction can be taught and learned by amateur builders, allowing volunteers to quickly deploy temporary or permanent structures.

Next up, you need your Table of Contents! Make sure it matches the names of each of your following sections exactly. After you’ve written, edited, and finalized your grant proposal, you should then enter accurate page numbers to your TOC.

Next up is the statement of need. This is where you sell why you’re submitting your grant request and why it matters.

A description of who will benefit from your proposal

Market and competitive analysis

Statistics that paint a picture of the problem you’re solving

Scientific research into how the problem is expected to worsen in the future

Reasons why your small business deserves funding (founder story, BIPOC founder, female founder, etc.)

While women hold 30% of entry-level jobs in tech, they only make up 10% of C-suite positions. The Female Leadership Initiative seeks to develop women tech leaders for the benefit of all genders. Female leaders have been proven to positively impact work-life balance, fairer pay, creativity, innovation, teamwork, and mentorship.

In this section, you’ll describe the basics of your research project, art project, or small business plan. This section can be kept fairly short (1 - 3 paragraphs), because you’ll be clarifying the details in the next 5 paragraphs.

The name of your project (if any)

Who will benefit from your project

How your project will get done

Where your project will take place

Who will do the project

The Fair Labor Project will seek to engage farm workers in the fields to identify poor working conditions and give back to those who ensure food security in our communities. Trained Spanish-speaking volunteers will visit local farms and speak with workers about their pay and work conditions, helping to uncover any instances of abuse or unfair pay. Volunteers will also pass out new work gloves and canned food. Volunteers will also place orders for work boots and ensure that boots are later delivered to workers that need them.

You should also write out clear goals and objectives for your grant proposal. No matter the type of agency, funding sources always want to see that there is a purpose behind your work.

Measurable objectives tied directly to your proposed project

Why these objectives matter

We seek to boost volunteer turnout for our voter registration efforts by 400%, allowing us to reach an additional 25,000 potential voters and five additional neighborhoods.

Now it’s time to clarify how you’ll implement your project. For science and technology grants, this section is especially important. You might do a full literature review of current methods and which you plan to use, change, and adapt. Artists might instead describe their materials or process, while small business grant writers can likely skip this section.

The names of the methods and strategies you will use

Accurate attribution for these methods and strategies

A literature review featuring the effectiveness of these methods and strategies

Why you are choosing these methods and strategies over others

What other methods and strategies were explored and why they were ultimately not chosen

“We plan to develop our mobile app using React Native. This framework is widely regarded as the future of mobile development because of the shared codebase that allows developers to focus on features rather than create everything from scratch. With a high workload capacity, react native also provides user scalability, which is essential for our plan to offer the app for free to residents and visitors of Sunny County.”

You’ll also need to cover how you plan to implement your proposal. Check the RFP or type or grant application guidelines for any special requirements.

Project phases

The reasoning behind these phases

Project deliverables

Collaborators

In our experience and based on the literature,11,31-33 program sustainability can be improved through training and technical assistance. Therefore, systematic methods are needed to empirically develop and test sustainability training to improve institutionalization of evidence-based programs. This will be accomplished in three phases. In Phase 1, (yr. 1, months 1-6) we will refine and finalize our Program Sustainability Action Planning Model and Training Curricula. As part of this refinement, we will incorporate experiential learning methods3-6 and define learning objectives. The Program Sustainability Action Planning Training will include action planning workshops, development of action plans with measurable objectives to foster institutional changes, and technical assistance. We will also deliver our workshops in Phase 1 (yrs. 1 and 2, months 6-15) to 12 state TC programs. Phase 2 (yrs. 1, 2, and 3) uses a quasi-experimental effectiveness trial to assess the Program Sustainability Action Planning Training in 24 states (12 intervention, 12 comparison). Evaluation of our training program is based on the theory of change that allows for study on how a change (intervention) has influenced the design, implementation, and institutionalization of a program.7,8,11,28 We will collect data on programmatic and organizational factors that have been established as predictors of sustainability9,11 using state level programmatic record abstraction and the Program Sustainability Assessment Tool (PSAT)43 to assess level of institutionalization across intervention and comparison states at three time points. Data will be used to establish the efficacy of the Program Sustainability Action Planning Model and Training Curricula. In Phase 3 (yr. 4, months 36-48), we will adapt our training based on results and disseminate Program Sustainability Action Planning Model and Training materials. - From Establishing The Program Sustainability Action Planning Training Model

A budget table with various expense categories

An explanation of what each category entails

Expenses broken down by month or year (if this fits your proposal)

Here’s an example budget table with expense categories:

You can then include a brief description of each category and the expenses you expect within them.

A great grant proposal should clarify how you will measure positive outcomes and impact.

Details on the expected impact of your project

Who will benefit from your project and how

Your plan for evaluating project success

How you will measure project success

We will measure the success of the project by monitoring the school district’s math scores. We are expecting an 8% increase in state testing scores from the fall to the spring across grades 1 through 3.

And lastly, finish up your grant proposal with a bio of your organization, your company, or yourself.

Company name

The names of people on your team

Professional bios for everyone on your team

Your educational background

Any relevant awards, qualifications, or certifications

Jane Doe received her masters in fine arts specializing in ceramics from Alfred University. She has received the Kala Fellowship and the Eliza Moore Fellowship for Artistic Excellence.

Successful grant proposal examples

Want to write winning grant applications?

We’ve rounded up examples of successful, awarded grants to help you learn from the best.

Check out these real examples across science, art, humanities, agriculture, and more:

Funded arts and research grants from the University of Northern Colorado

Samples of awarded proposals from the Women’s Impact Network

National Cancer Institute examples of funded grants

Institute of Museum and Library Services sample applications

Specialty Crop Block Grant Program awarded grants examples

Grant application and funding resources

To help you get started writing and sending grant proposals, we’ve found some great application resources.

Research grants:

United States Environmental Protection Agency (EPA) grants

William T. Grant Foundation grants on reducing inequality

Russel Sage Foundation research grants

Nonprofit grants:

Walmart’s Local Community Grants

Bank of America’s Grant Funding for Nonprofits

Canada GrantWatch’s database of nonprofit grants

Technology grants:

Google Impact Challenges

UN Sustainable Development Goals Fund

US Department of Energy Funding

Small business grants:

US Chamber of Commerce Small Business grants

Canada Small Business Benefits Finder

US Small Business Administration (SBA) grants

Arts grants :

National Endowment for the Arts grants

Art Prof Artist Grants

Canada Council for the Arts grants

Get started with our proposal writing templates

The best way to start any proposal is with a template. A template informs your writing, while drastically speeding up the time it takes to design an attractive proposal.

All of our 75+ proposal templates can easily be adapted for any purpose, including grants or requests for funding. Try our project proposal template and make it your own by adding your executive summary, statement of need, project description, execution plan, budget, and company bio.

Start a free trial to check out all of our proposal software features , including reusable content snippets, e-signatures, viewing and signing analytics, and more.

How to Create Business Proposals Faster

November 14, 2017

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Grant Guide

A comprehensive grant guide to preparing, writing, and applying for education funding

Across the country, the budget story is similar: Money is always tight, and sometimes because of shortfalls in state and local revenues, districts have to cut programs. That means technology ideas can fall by the wayside. Finding money for new programs is often a distant dream.  

Yet, there’s hope. If you've got a great idea for a project for your classroom, school, or district, but not the funding to make it happen, a grant may be the answer. Whether it’s a few thousand dollars for a classroom program or several hundred thousand to design and implement a district-wide plan, competitive federal, state, local, and corporate grants are available for education.

But be warned. Grant funders get lots of proposals and the competition is often fierce. 

You have to know where to look for the right grant and how to write a winning proposal. This grant guide will help you.

For specific grants and deadlines, visit Tech & Learning's Grant Calendar

Trust the Process

Applying for a grant is a process. The first step is to state the idea you want to fund clearly. Then you can search for grants that fit your situation and narrow down your list to the one that is the best match. After you’ve identified the grant offering you want, the real work begins. You’ll need a team, buy-in from stakeholders, an understanding of what the grant requires, and good grant writing skills. 

One thing to buoy your spirits through the hard work ahead is knowing that just applying for a grant is a winning proposition. The planning, research, and writing you put into the effort can serve to solidify your vision and long-term plan. It can benefit technology goals and inspire change, community building, and school improvement. And even though you may not actually win the grant, you’re way ahead when you try for the next one.

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Tools and ideas to transform education. Sign up below.

Start with a Good Idea 

In many schools and districts, the needs have multiplied exponentially and everyone has ideas for how to address the issues. Yet there’s a difference between funding equipment needs and funding ideas that will make a difference in learning. 

Grants fund ideas, not stuff, so proposals should address pressing educational issues and problems. Grant writers have to show how your creative idea will address these issues. 

Begin the process by developing a solid idea and then gather enough supporting details to back up the concept. Explain the needs, how your plan addresses them, and how you will reach the goals. Be specific; vague intentions are not good enough. Know your school or district and how well you can carry out the plan if you win the grant. The best proposals build on something you’ve already accomplished. Success breeds success. 

► Your Next Grant Proposal: 10 Steps to Starting Over

► Education Grants: Win or Lose, What to Do Next

► 9 Grant Proposal Review Questions to Ask Yourself

► Grant Proposals: 7 Questions to Ask As You Write

► Grant Proposals: 9 Questions to Ask Yourself Before Writing

► 6 Grant Application Questions to Ask Yourself

► Education Grants: 5 Guidelines to Win One

► What Grant Judges Look For in An Application

► How to Find an Education Grant

► The 8 Key Parts of a Grant Proposal

► 7 Steps to Plan a Grant Proposal

Questions  to Ask Before Searching for a Grant Opportunity 

• Do you have a compelling idea? 
• Do you truly need the funding and can you explain why? 
• Do you have the organization skills to write the proposal? 
• Does the staff have the skills and willingness to carry out the project? 
• Do you have stakeholder buy-in? 
• Do you have the ability to write in clear, simple, convincing terms? 
• Do you have an elevator pitch: Can you express your basic idea in one sentence? 

FINDING THE RIGHT FUNDING 

One of the hardest parts of getting grants is searching for the right one. You have to know what types of funding are out there and which you’re likely to be successful in winning. Even more, you have to learn where to start looking. Some sources offer grants for specific reasons and others offer grants with general guidelines and you specify the reason you are applying. 

Types of Funding

Federal Grants

In general, the federal government offers substantial amounts of money for large programs.  

- Formula Grants: One major type of federal grant for K-12 schools is a formula grant, which means that a certain amount of money has been set aside through legislation to give to districts through their state education agencies. An example is Title I funding.  

- Program Grants: Another type of federal grant is awarded competitively. The agency determines a purpose or program for this type of grant and districts can apply. Applicants must meet all of the guidelines. Many of these federal project grants involve a long application period and a lot of support material. Some of the projects run for as much as three years. 

State Grants  

Each state determines its own way to allocate general funds and award extra funds as grants. With block grants, for example, the state requires districts to apply for funding, and districts must make a case for why they should receive the funds. Special funding is allocated for targeted programs such as special education, technology, gifted and at risk populations. The Education Commission of the States has information on programs by state here . 

Foundation Grants  

Nonprofit grants are available from non-governmental organizations (NGOs), or a charitable trust, whose specific purpose is to make funds available to organizations or individuals for specific purposes including education, science, or community benefit. Some districts have created nonprofit educational associations that can apply for specific grants.

Community Grants  

These grants are often offered by local nonprofit organizations that award grants to individuals and organizations for projects that are based in and primarily benefit the community.

Corporate Grants  

There are different types of corporate grants. One comes from a corporate foundation, which is the nonprofit arm of a for-profit corporation and allows the corporation to fund efforts of particular interest. For example, a tech company might offer STEM grants to high school and college students in order to spur interest in technology careers. Another type of corporate grant is more product related and offers grant funds to purchase the corporation’s products to achieve a goal. 

Many of these grants are listed by deadline in Tech & Learning’s Grant Calendar .

INFORMAL FUNDING 

If formal applications seem too complicated for your organization or if your idea doesn’t need major funding, informal sources may be just the thing for you. There are crowdfunding options, equipment giveaways, fundraising and other resources to consider. Read the disclosure information on these sites carefully; sometimes there’s a fee or percentage the site keeps. And while some of them were designed specifically for education, others are general sites where anyone can raise money.

Crowdsourcing Funds

Crowdsourcing grants that are focused on providing support for individual classrooms began to appear approximately ten years ago. These organizations accept donations from individuals to support classrooms, teachers, or schools. Examples are Donors Choose and Adopt-a-Classroom . Donors Choose allows teachers to post requests for funding and Adopt-a-Classroom donors can target a specific school or the organization will match the donor with a classroom. In both organizations, reports are sent to the donor detailing exactly what the money was used for. Others include Digital Wish , Funding Factory , and Computers for Learning . 

Tech & Learning's more complete list of fundraising and donation sites is here .

HOW TO LOOK FOR A GRANT 

Grant Search Sites

It can be confusing to search for grants and funding, but there are organizations that can help you target the specific type of program you need. Examples include: 

Grants.gov - lists federal grants by keyword or by category. 

Candid   - a merger of the Foundation Center and GuideStar, has data tools on nonprofits, foundations, and grants. 

Grant Gopher - a searchable database of funding opportunities. 

Grants Watch - posts federal, state, city, local, and foundation grants categorized by type. 

Candid and Grants Watch require subscriptions, so check if your district or a library has one.

Narrowing the Possibilities

Once you’ve found a few programs that might work for you, read the grant guidelines again very carefully. Decide if a grant program is the right one for your needs and ideas. Make sure you are not bending either your ideas or what the grant is asking for to make it fit. The better you know what you want to accomplish and how you will do it, the easier it will be to pick the right one to apply for.

Consider outlining the basics of your plan in clear, simple terms so you can judge how well each grant offering matches what you want to do and what you need to do it. It is time well spent because you will be able to get to work writing the proposal with your outline to guide you. 

Mission: State in clear, simple, and convincing terms what your goal is and what your plan will achieve. 

Needs: Know the demographics, test results, and anecdotal evidence that prove your district, school, or class needs what you are asking for. 

Goals and Objectives: Goals are general guidelines that explain what you want to achieve. Objectives are the strategies or steps you will take to reach the goals. Be sure your goals and objectives are specific and measurable. 

Timeline: Develop a tentative but logical timeline for each stage of your project. 

Assessment. You should know how you will measure success. Know how and when the assessment will be done. 

Materials: Have a summary of the supplies and staff you will need. 

Cost: Have a fairly comprehensive and complete budget. 

BEFORE YOU WRITE 

Once you’ve found the perfect grant offering to match your plan, and have the details of your idea and the information the grant requires, get ready to write. Be as organized as possible because the competition is stiff. 

We’ve stressed that you should have a solid idea and supporting details. Remember that honorable but vague intentions are not enough. Review the grant guidelines once more to be certain that this is the right fit to meet your needs; you don’t want to adjust your idea or misinterpret what the grant is asking for. 

Remember to build commitment among stakeholders along the way. Those involved should meet, discuss, plan, and agree to contribute to the grant-writing process if needed and agree to carry out the plan if successful. Enthusiasm of participants, administrators, school board members, and other community members is important as you’ll need their support. 

Create a timeline and set deadlines for your team to write their sections, and for you to complete the work, get signatures, and make the copies you need to send so you'll be ahead of schedule. Build in a buffer in case things take longer than expected.

Questions to Ask Before You Write the Proposal 

• Why do you want this grant?
• What needs will your project address?  
• What are your short- and long-term goals? 
• Do your goals address the mission of the funder? 
• What do you need to reach these goals? 
• What are you looking to accomplish? 
• Who will be involved in the project? 
• Are you and others committed to writing the proposal? 
• Are you and others committed to carrying out the program? 
• Do other key people support the project? 
• How much money will you need? 
• What resources will be required? 
• Do you fully understand the grant’s guidelines? 

Now get ready. It’s time to write. 

WRITING IT RIGHT 

The first part of writing a proposal is to make sure you assemble exactly what the grant offering requires of you – both information and explanations. Most grants require similar components and have a similar format so the technique you’ll need is similar, too. 

You’ll include a title page, table of contents, personnel and signature pages, and more, plus appendices with related information. All of it is important, but spend most of your time and focus on the pages that contain the real substance: what you want to do; why you want to do it; how you’ll get the job done; and what you need to make it happen. You will communicate that information in the Executive Summary, Needs/Goals/Objectives, Narrative, and Budget pages.

Remember that you have to state in advance how you will know that your project is a success. Will grades go up? Will students produce something? Who will judge your success?

Whether or not you actually win a grant, remember that the process itself is important. The planning, research and writing needed often solidify your vision and long-term plan – not only for technology but also for change, community building, and school improvement. So applying for a grant is a positive experience.

The parts of a grant proposal are:

You’ll need an overview statement that briefly describes your proposal. Write this page last but you’ll include it at the beginning. Use short, clear sentences and pull excerpts from every section of your proposal.

In this section, you will detail the compelling needs of your school, district, or community; tell why your organization should get funded to run this project and state the economic situation of your district and student body. Be sure to say how the idea will impact teaching and learning. This section should be so compelling that no one could resist funding the proposal. Don’t harp on the financial needs; the overarching educational idea is what will get it funded. 

Explain the important results you expect the project will accomplish. The goals show that the plan is clear, important to achieve, and will have a major impact.

Tell what specific methods you will use to reach each goal. Be sure the needs, goals, and objectives are clearly aligned.

This is the plan of action that leads to success: what you'll do; how you'll do it; where you'll do it; and who's going to do what. Be sure to include specific details and examples. Make your idea look like a sure winner. The clarity of this section and compelling detail persuades the grant reader that this is an important idea to fund. 

The narrative has four main parts. The first should describe the organization: the size and type of student body, educational philosophy, current programs and achievements. Then you’ll explain the needs, including the problem that you want to solve. What is missing and how did you discover it? Provide any data that demonstrates your point. Next, describe your program–the goals and objectives, timeline, who is involved, what will the result be, and how you will be able to sustain the program beyond the life of the grant. Last, explain how you will evaluate your success. What data will you collect and how will you analyze it? What are the criteria you will use to measure success? Where does this program lead?

Outline what funds you need for everything you want to do by completing the budget form. Use the budget narrative to explain clearly all the items listed to show that every cent is required to guarantee success. Itemize the expenses in an easy-to-read format and explain how you will track expenditures. If you expect other sources of funding, explain how they will be used together with the grant. 

Include a personnel page to show which staff members will be part of the program and what each will do. Cite each person’s qualifications to make the program a success. Make sure that these people can take on the work. If other staff has to replace their usual jobs, build in their salaries so the district can replace them.

Evaluation Plan

Tell what you will measure and how you will measure it so it is clear how the project will demonstrate that it achieved its targets. Include clear benchmarks that will be used to evaluate success. Hiring outside evaluators can show how serious you are about determining if your plan worked.

Questions to Ask as You Write the Proposal 

• Summary/Abstract: Are you including excerpts from each section? 
• Needs: Do you detail the compelling needs of your school, district, or group and why your organization should get funded to run this project? 
• Objectives: Do you explain specific objectives and the methods you will use to reach each goal? Are the needs, goals, and objectives clearly aligned? 
• Narrative: Do you describe your action plan with specifics on how it leads to success--what you'll do; how you'll do it; where you'll do it; and who's going to do what? 
• Budget: Do you itemize every budget item and explain clearly how each is required to guarantee success? 
• Personnel: Do you show which staff members will be part of the program, how each person’s qualifications contribute to make the program a success, and what each will do? 
• Evaluation: Do you explain what you will measure, how you will measure it, and the benchmarks you will use so it is clear how the project will prove that it achieved its targets?  

Writing Skills

When you get to the narrative and budget explanation portions of your proposals, you want to be convincing . How you write is as important as what you write. In a nutshell, use clear, concise language; provide relevant details and examples; and make sure your grammar is perfect. 

Write in active rather than passive voice . For example, say, “The Program Director will file a report.” Don’t say, “A report will be filed by the Program Director.” Answer the questions that journalists use: who, what, when, where, why and how. Bullets, lists, outlines, diagrams, and tables can help clarify your ideas. 

Using action verbs will stress the positive and show you have specific, measurable goals . Choose from words such as accomplish, achieve, conduct, demonstrate, expand, generate, launch, motivate, revamp, and streamline. Employ phrases such as “Students will demonstrate…”

Avoid flowery writing and pretentious words when simple ones will do . For example, don’t write “in view of” when you mean “because” or “in the event that” when you mean “if.” 

Avoid acronyms . Use an organization’s full name so there’s no question what you’re discussing. Try to minimize jargon; if a term isn’t clear to anyone who isn’t in your field, avoid it. 

Organize your writing . Decide what purpose each section will serve and stick to it. If you need to write a long or complex explanation, you can use headings that match the criteria in the RFP to clarify the issues.   

It’s not always so easy to write a compelling proposal, but if you say exactly what you mean, you’ll have a clear and convincing argument. Consider highlighting your expertise by building on a current program that is successful. 

Remember that money matters . Watch the bottom line so that every dollar will be well spent. You can also show your seriousness by leveraging other funds. For example, find a local organization that will give you additional money, time, equipment, or extra funding if you get the grant.

In your budget section, use a spreadsheet with clear, well-organized section heads that are directly tied to specific sections of your written proposal.

Double Checking your Work 

You have to submit the best proposal that you can write. Make sure that you’ve said what you mean and mean what you’ve said – and given enough evidence to prove it. Go over your proposal using the checklists below to make sure you’ve covered everything. Also review that you’ve addressed the grant’s specific guidelines and criteria. The closer your proposal aligns with the RFP’s goals, the better your chance for success.

After you’ve finished writing your proposal, mark it Draft 1 and set it aside for a day. Go back with a little perspective a day or two later to review and edit what you’ve written.

Ask someone to be a critical reader to be sure that you are clear about what the project will do, how it will do it, and why it matters. Rewrite whatever isn’t clear or that doesn’t read well.

CHECKLISTS FOR SUCCESS

General criteria checklist.

• Is your idea for the grant significant, compelling, and actionable? 
• Does your funding proposal contain a sense of urgency? 
• Do you clearly understand the mission of the funder? 
• Is this the best organizational match for your funding request? 
• Does your application include a clear summary that articulates your vision for the project and need for the money? 
• Are there specific, measurable goals and objectives? 
• Is there alignment of your needs, goals, and objectives? 
• Does the proposal tie into the school’s overall plan? 
• Does your proposal reflect best practices for instruction and learning? 
• Have you included research data or statistics to support your project? 
• Have you defined success and how you will measure the effectiveness of the project throughout the duration of the grant? 
• Have you conveyed what the impact will be on your school or district if you are successful? 
• Have you matched your answers to the grant’s selection criteria?
• Have you allocated staff time to manage the project?
• Is there a detailed budget for your proposal?
• Have you outlined the contributions of the people associated with the application and how their expertise is critical to the project’s success?   
• Has the timeline been cross checked against the budget?
• Do you have a plan in place to submit progress reports as required by the grant? 
• What about sustainability after the funds are spent?  
• How will the needs of the community be met moving forward? 

Technology-Specific Criteria 

• Have you defined the technology required for each part of the proposal? 
• How will the technology assist in implementing the grant goals? 
• Will the technology be used to develop effective strategies for authentic learning? 
• How will the technology be used to improve student achievement or staff development? 
• Have you tied the technology expenses to the proposed budget? 

Even after others have reviewed your application, ask yourself the following questions:

Final Questions to Ask Before You Submit the Application 

Does the proposal:

• Demonstrate a compelling need for the grant?
• Include specific, measurable goals and objectives? 
• Match your answers to the grant’s selection criteria? 
• Explain the expertise of the staff?  
• Describe the commitment to making it work?
• Make it clear that the grant funds are essential?  
• Show what you mean by success and how you will measure it? 
• Steer clear of jargon? 

There’s no knowing exactly what grant readers are looking for but if you’ve checked that you included everything they asked for, your proposal should be in the running. Grant readers generally use a scoring rubric to determine how well you addressed the issues. Some parts carry more weight than others. 

The one below gives you a general idea of how this works.  

Grant Review Rubric

Take a deep breath.

When you’re certain that you’ve included everything, take a deep breath, and send it. Congratulate yourself on a job well done because whatever the result, you’ve learned a lot and created a great plan. 

What Happens Next

Eventually you will hear from the grant giver. If you win, have your plans in place and be ready to hit the ground running. Make sure that everyone involved understands the project thoroughly and knows exactly what his/her role is in it. Then do what you've said you want to do. Spend on budget items exactly. Measure what you've said you'll test. Send reports on time. Maintain enthusiasm for the project throughout its life. Evaluate the outcomes, thank everyone and keep people motivated. 

If you don't get the grant, contact the funder and ask to read the reviewers' comments about your proposal so you'll know how close you were to winning and what you might want to change for next time.

Read the summaries of projects that did win and analyze why they won. If you think your plan has merit, find another grant offering and propose it again. Maybe the proposal just needs tweaking to succeed or is easily adapted to fit another grant. Don't give up!

If the idea is important and the staff is committed, begin whatever parts you can without the outside funding. Maybe the groups that said they'd contribute funds will help you anyway.

Whether you are starting a project or thinking about the next one, always remember that seeking funds is a journey. Once you embark, there’s no return. You’ll always think about great ideas of how to improve education. And you’ll also have your grant seeking hat on and want to know what is possible. 

* Please participate in this T&L grants tips and advice survey * 

Gwen Solomon was Founding Director of The School of the Future in New York City, Coordinator of Instructional Technology Planning for New York City Public Schools, and Senior Analyst in the U.S. Department of Education’s Office of Instructional Technology. She has written and co-authored several books and many magazine articles on educational technology.

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How to Write a Winning Grant Proposal: A Nonprofit’s Guide to Securing Funding

Grants, which are funds awarded by an outside source and typically earmarked for a particular use, are incredibly valuable for nonprofit organizations to achieve their missions. In fact, it is not uncommon for organizations to rely on this type of funding to cover operating expenses, pay workers, and launch initiatives.

Common sources of grants include public and private institutions, including government departments, family trusts, foundations, and the like.

Because of the competitive nature of the grant process, it’s important to know how to write a grant proposal, how to evaluate which opportunities are worth pursuing, and how to effectively communicate your organization’s intentions.

What Is Grant Writing?

Grant writing is the application process required of an organization seeking certain financial awards. Crafting an impactful grant proposal takes compelling communication, clear language, and an understanding of the funding landscape. To start, it is useful to differentiate between funding sources and the types of grants they offer.

• Federal grants are a way in which the U.S. government contributes to a wide range of ideas and projects that provide public services or stimulate the economy.
• State grants vary from federal grants when it comes to administration. For example, a state grant is typically geared toward local needs as opposed to national or international causes.
• Local (city or county) grants are useful for an even smaller scope. This level of targeted support typically involves the improvement of community development, infrastructure, public services, and individual efforts by community members.
• Private grants can come from corporate or non-corporate entities, family trusts, foundations, financial institutions, or individuals. When it comes to these types of non-government grants, Candid keeps a global database of opportunities.

How to Write a Grant

These six steps will help you create a strong grant proposal, increasing your chances of achieving the funding and recognition that can drive your organization forward.

Dedicate ample time to analyzing your needs, including what areas of your organization will benefit from grants, exactly how much funding is needed, and realistic outcomes. You will want to thoroughly explore opportunities you qualify for, and allocate resources — time and personnel — to thoughtfully write your grant proposal.

2. Know what sets you apart

Grants are often highly sought after, so you’ll need to be well-versed on the ins and outs of what makes your organization unique and deserving. Conduct thorough research about your field, including the needs you serve and the impact you can make with grant funding. Share specific stories, testimonials, and experiences that stand out to you and the community at large that you serve.

3. Utilize facts and figures

Data will help prove your organization’s worth. Consider providing financial insights, information about existing partnerships, and budgeting outlooks. Use numbers to show the needs of populations you serve and project how beneficial grant funding will be, including plans for allocation.

4. Communicate clearly

Be highly sensitive to each and every requirement. These will vary by grant and must be followed. You’re the expert in your field, but your reader might not be. Write your grant proposal using clear, concise language without industry jargon if it’s not well-known. It’s important to also abide by any word counts or length requirements.

5. Fact-check and proofread

Get another set of eyes on the application to ensure nothing was overlooked, preferably someone with grant writing experience. Spelling errors, misrepresentations, and room for interpretation could all sway a grantor from accepting your proposal.

6. Educate yourself

For those interested in learning the latest nonprofit grant writing practices, USD offers a 100% online course focused on the step-by-step process of grant preparation, organization, and detailed evaluation. This course is best suited for nonprofit professionals and volunteers of all levels, including CEOs, executive directors, grant writers, and fundraising coordinators.

ESL mid-page CTA: eBook – 6 Common Mistakes in Nonprofit Management

Grant Writing Do’s & Don’ts

It’s probably clear by now that there are certain actions that will improve your chances of obtaining grant funding or quickly eliminate you from consideration. Here’s a simple breakdown of some of the most common habits to consider (and to avoid) when grant writing.

How do I know if I should apply for a grant?

Start by taking a close look at your organization’s circumstances — financial and otherwise — to evaluate exactly what areas need support. This will allow you to seek grant opportunities that are the right fit, also helping to ensure that you’ll stand out from other applicants.

Where do I find grant opportunities?

Resources like Grants.gov , Candid.org , and the Council on Foundations have searchable databases of grant opportunities. Consult your local network as well to learn about any community resources that might be available.

What are grant writing best practices?

Being prepared with facts and figures to prove your organization’s needs is important. Communicating clearly, knowing the latest industry trends, and setting yourself apart are also best practices when it comes to grant writing.

Where do I learn how to write a proposal for funding?

Courses such as USD’s online Nonprofit Grant Writing are incredibly useful to stay up to date on the latest, most effective methods. Students learn how to identify grant opportunities, step-by-step processes of grant preparation, how to integrate budgeting, and more.

What makes a grant proposal stand out?

Get specific during the grant writing process about how you will use grant funds and what beneficial outcomes are imminent. Make the grantor connect with your cause, even if this is the first time they’re learning about what you do. Include standout stories and examples to paint a clear picture of your circumstances.

What are some common mistakes in grant writing?

All too often, grant proposals include unrealistic asks, industry buzzwords that lack real meaning, and too much room for interpretation. Instead, it’s best to be as straightforward as possible and make clear what good you will be able to achieve with grant funding.

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Developing Teaching & Learning Activities for Grant Proposals, Part 2

The overall goal of a grant proposal is to explain to the grant reviewers and funders how you will use their funding to create an impact on the world. While grants can be focused on creating many types of impact, here we discuss strategies for writing about teaching and learning activities (although many of these ideas will be widely-applicable to a range of grants!)

Overall, your grant should address the motivation for why you are proposing a specific activity and your plan for successfully implementing the proposed activity. Throughout your proposal, you should emphasize how your work will help the agency further their mission and achieve their goals. 

In sharing the motivations behind your work, your goal is to show reviewers that your idea has a solid foundation in existing work, but also extends existing knowledge in new, innovative ways. To demonstrate that your current ideas are likely to be successful, you should point to things you have already done that have helped you envision and prepare for the proposed activities (even if these are lessons you learned through experiencing or observing failures, it is great to show that you are always innovating!). Additionally, it is important to connect to the literature in a way that demonstrates your familiarity with existing work, your commitment to excellence through scholarship, and your understanding of how to further the field as a whole — by citing current literature, your proposal will demonstrate to the reviewers that you have the key foundational knowledge needed to design and implement your proposed activity.

In addition to carefully laying out the rationale for why you are proposing a specific activity, your implementation plans should include enough detail that the reviewers see you have a solid roadmap forward. You should highlight specific outputs and outcomes that you expect will result from your proposed activity, and which feed into the funders’ goals. By clearly defining the expected impact, you will then be able to include an evaluation plan that outlines how you will know if you’ve achieved your goals. Collecting information about what happened in your proposed activity (e.g., student reflections, a review of student projects) will allow you to share the lessons you’ve learned with others in the field so that they can build on your work. Because things often unfold in unexpected ways, both positive and negative, you may want your assessments to inform changes or improvements to other programs in your context.

While each grant has specific needs, in general these key elements will need to be addressed in most grant proposals related to teaching and learning. Below, we show examples of how others have addressed these topics in successful grant proposals (thank you to those who gave us permission to share their work!), and we offer considerations for you to think about as you develop your grant proposal.

Prior work by you

Sharing about prior work you’ve done and how it relates to the proposed activity is beneficial for many reasons: It shows funding agencies that you are an ideal person to carry out the proposed activities; it highlights your skills and achievements; and it helps show that you are not starting from scratch in this area. Some prompts to consider:

• How does your proposed activity build off of what you’ve done so far and what new things will be created if you receive funding?
• How can you show the grant reviewers that you will be able to achieve the proposed activity? 

Connection to existing literature

By showing reviewers how your proposed activity relates to existing literature, you demonstrate that your proposed activities have a theoretical foundation and a potential to expand knowledge in a given topic or discipline. A prompt to consider:

• How does your idea draw from published theories and build off of previously-successful educational activities?

Citing published literature shows reviewers that you are knowledgeable on the subject matter and demonstrates a commitment to making sure your proposed activities have the best chance to succeed. In addition to publications focused on education research, many disciplines have teaching or education-specific journals. Diving into the literature is hard work, but resources from the Northeastern Library can help you get started by finding journals on pedagogy:

• https://subjectguides.lib.neu.edu/edresearch
• https://subjectguides.lib.neu.edu/sotl  

Expected impact and evaluation plan

Be clear about how you expect the proposed activities will benefit learners or other stakeholders, and how you will know if those outcomes were achieved. Additionally, it is helpful to include a plan for how you will identify areas for improvement and how you might modify your activities in the case where you don’t achieve the expected results the first time around. Some prompts to consider as you refine your ideas:

• Have you clearly defined specific, intended outcomes that are observable and measurable?
• What will be different if your funded activity is successful and who will benefit?
• What benefits would you expect in the short-term? Or in the longer-term?
• How will you be able to demonstrate that those benefits occurred?
• Will you measure your outcomes in a customized way, or using existing assessment tools? What modifications might be needed to adapt existing tools to your specific situation?

Connecting the key elements

Ideally your grant proposal will make it clear for your reader how your proposed activity connects to each of these key elements.  If you are addressing education activities as part of your Broader Impacts, you will also want to connect your proposed educational activities to your proposed research!

How CATLR Can Help

CATLR works with educators who are at any phase of developing new ways of educating, particularly for teaching and learning activities that are focused on higher education. Conversations with a CATLR consultant can help you refine your ideas; articulate your learning objectives; navigate the literature on education, pedagogy, and learning sciences; and construct meaningful assessments. While we encourage you to contact us at CATLR at any stage in the grant writing process, asking for assistance well in advance of your deadline (i.e., weeks or months) can allow for early and continuous feedback on your grant proposal. 

Ongoing conversations can help both the grant writer and CATLR identify opportunities for collaborations. These collaborations can take many forms, from providing iterative feedback to establishing more formal partnerships such as letters of support or involvement as co-investigators.