After reviewing thousands of grant proposals, I’ve identified patterns that separate winning applications from rejected ones. The difference isn’t always the organization’s qualifications—it’s how effectively they tell their story.
Here are five transformative tips that will elevate your grant writing from good to exceptional.
Tip #1: Start With the End in Mind
The Problem
Many grant writers begin with their organization’s history or qualifications. This buries the most important information: the impact you’ll create with the funding.
The Solution
Open with a vivid picture of success:
“In 18 months, 150 low-income high school students in our community will have completed college-prep courses, boosting our district’s college enrollment rate by 25%. This is possible because of the program we’re proposing today.”
This approach immediately answers the funder’s key question: “Why should we invest in this?”
How to Apply It
- Draft your entire proposal first
- Write your introduction last
- Lead with your most compelling outcome
- Connect that outcome to the funder’s priorities
- Promise a clear, measurable result
Tip #2: Use Data to Tell Stories, Not Replace Them
The Problem
Proposals filled with statistics feel cold and impersonal. Conversely, narratives without data lack credibility.
The Solution
Integrate data into human stories:
“Maria, a single mother of three, represents one of the 2,300 families in our county living below the poverty line. When she enrolled in our job training program, she was among the 67% of participants who lacked basic computer skills. Six months later, Maria secured a $45,000/year position—exceeding the median income for our program graduates by 15%.”
The Formula
- Individual story (emotional connection)
- Statistics (scale and context)
- Specific outcomes (credibility)
- Broader impact (significance)
Data Sources That Impress Funders
- Census data for community demographics
- Academic research supporting your approach
- Your own program evaluation results
- Peer organization benchmarks
- Local government reports
Tip #3: Design for Readability
The Problem
Reviewers read 10-20 proposals per day. Dense, text-heavy pages get skimmed—or worse, set aside.
The Solution
Format for maximum impact:
Use These Elements:
- Headings and subheadings: Guide the reader’s eye
- Bullet points: Break up dense text
- White space: Make pages inviting
- Bold key phrases: Highlight critical information
- Short paragraphs: 3-5 sentences maximum
Before Example (Hard to Read):
Our organization has been serving the community since 1995
and we have helped over 5,000 individuals through our various
programs including job training workforce development ESL classes
computer literacy programs and family counseling services which
are all designed to help people achieve economic stability...
After Example (Reader-Friendly):
Since 1995, we've helped 5,000+ individuals achieve economic
stability through:
- Job training and workforce development
- ESL and computer literacy classes
- Family counseling services
Our integrated approach addresses multiple barriers to success.
Pro Tip
Print your proposal and review it at arm’s length. Can you easily identify key points? If not, add more visual structure.
Tip #4: Prove You Can Measure Success
The Problem
Vague evaluation plans suggest you won’t be accountable for results.
The Solution
Create a SMART evaluation framework (Specific, Measurable, Achievable, Relevant, Time-bound):
Weak Evaluation:
“We will improve student academic performance through tutoring.”
Strong Evaluation:
“By June 2027, 80% of participating students will:
- Increase math scores by at least one grade level (measured by standardized tests)
- Improve homework completion rates to 90%+ (tracked weekly)
- Report increased confidence in STEM subjects (pre/post surveys)”
The Evaluation Table Approach
Funders love clear tables:
| Goal | Metric | Target | Timeline | Data Source |
|---|---|---|---|---|
| Improve math skills | Grade level gains | 80% improve ≥1 level | 12 months | State assessments |
| Increase engagement | Homework completion | 90% average rate | Weekly tracking | Teacher reports |
| Build confidence | Self-efficacy scores | 75% increase | Pre/post program | Student surveys |
What to Measure
- Outputs: What you do (# of workshops, participants served)
- Outcomes: Changes you create (skills gained, behaviors changed)
- Impact: Long-term effects (graduation rates, employment)
Tip #5: Connect to the Funder’s Mission
The Problem
Generic proposals that could be sent to any funder rarely win. Reviewers can tell when you haven’t done your homework.
The Solution
Customize every proposal:
- Research the funder thoroughly:
- Read their mission statement
- Review past grants they’ve awarded
- Note their priorities and keywords
- Understand their evaluation criteria
- Mirror their language:
- If they prioritize “equity,” use that exact term
- Adopt their framework for discussing issues
- Reference their stated goals explicitly
- Show alignment:
“This project directly advances the Foundation’s goal of ‘eliminating educational disparities in underserved communities.’ Like the Foundation’s investment in Springfield Schools last year, our program targets the achievement gap through evidence-based interventions.”
The Connection Matrix
Create a simple table:
| Funder Priority | Your Program Element | Alignment Statement |
|---|---|---|
| Sustainable impact | Train-the-trainer model | Creates lasting capacity |
| Innovation | Technology integration | First in our region |
| Equity | 80% serve minorities | Addresses disparities |
Bonus Tip: The 24-Hour Rule
Never submit on the day you finish writing.
Here’s what to do instead:
- Day 1: Complete your draft
- Day 2: Rest (let your brain reset)
- Day 3: Fresh review and edits
- Day 4: Peer review
- Day 5: Final polish
- Day 6: Submit
This process catches errors and improves clarity dramatically.
Common Mistakes to Avoid
❌ Don’t Do This
- Use jargon or acronyms without definition
- Include irrelevant information to “fill space”
- Make promises you can’t keep
- Ignore formatting guidelines
- Submit at the last minute
✅ Do This Instead
- Write clearly for a general audience
- Be concise and purposeful
- Be realistic and credible
- Follow instructions exactly
- Submit early (showing professionalism)
Putting It All Together
Your Grant Writing Checklist
Before submitting, verify:
- Opens with compelling impact statement
- Balances stories with data
- Uses visual formatting effectively
- Includes SMART evaluation plan
- Customized for this specific funder
- Free of errors and typos
- Follows all guidelines
- Includes all required attachments
- Submitted before deadline
Resources for Improvement
Recommended Reading
- “Storytelling for Grantseekers” by Cheryl Clarke
- “The Only Grant Writing Book You’ll Ever Need” by Ellen Karsh
- Foundation Center resources
Online Tools
- Grammarly for proofreading
- Hemingway Editor for readability
- Grant Genie for funder research
Training Opportunities
- Grant Professionals Association webinars
- Foundation Center courses
- Local nonprofit resource centers
Your Turn
Which of these tips will you implement first? Do you have questions about applying them to your specific situation?
Drop a comment below, and I’ll provide personalized advice for your grant writing challenges.
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