Tailoring Your Grant Proposal to the Funder: 5 Tips

For nonprofits, securing grants can provide much-needed funds to help fulfill your organization’s mission and grow your impact. The foundations that provide many grants are a major part of the overall fundraising ecosystem, and forming connections with them will benefit your organization over time. So, preparing strong grant proposals is key to a nonprofit’s success.

There are some writing tips that you’ll want to keep in mind as you write any grant proposal. But every grantmaker has different interests and requirements—a common saying among those involved in grant-seeking is that “if you’ve met one funder, you’ve met one funder.” For your nonprofit to be considered for a certain grant, you’ll need to write your proposal based on what you know about its funder.

In this article, we’ll cover five tips to help you tailor each of your grant proposals to their different funders:

1. Build a relationship with the funder before applying.
2. Keep the type of grant you’re writing for in mind.
3. Include data and details about your organization.
4. Pay special attention to the budget section.
5. Double-check the formatting and requirements before submitting the proposal.

Following these suggestions can put you on track to preparing better grant proposals that catch funders’ attention. Good grant-writing is essentially good writing, though, so make sure your proposals are well-written above all else.

1. Build a relationship with the funder before applying

Many funders offer grants by invitation only. Of the largest U.S. foundations, only 58% accept unsolicited applications, and smaller funders are even less likely to consider a proposal without having invited the organization to apply. Even funders who have open application policies will be more likely to consider your nonprofit’s proposal if you develop a relationship with them first.

To make connections with potential funders, follow these four basic steps:

1. Do your research. Before contacting a foundation, make sure your organization’s mission and vision fit with theirs. Then, you’ll want to look up their funding guidelines and learn what you can about the individual(s) you’ll need to make a good impression on. You’ll also want to find out if anyone involved in your nonprofit has a connection with the grantmaker, as they could help make an introduction.
2. Reach out strategically. If you can, schedule a call or meeting with the funder where you explain your organization’s mission and gauge their interest in learning more. To prepare for the meeting, write down some talking points and backup ideas in case you need to pivot based on the funder’s response to your initial thoughts. After the meeting, send a follow-up email thanking them for their time.
3. Continue communicating. Reinforce your initial connection with a funder by looking for organic opportunities to discuss your nonprofit’s work further. Grantmakers often attend nonprofit conferences and panels, so these events are good places to cross paths with them and ask to keep in touch. You’ll also want to increase your marketing efforts to improve your organization’s overall visibility.
4. Extend an invitation. If a funder shows interest in your organization, invite them for a tour or let them know about an upcoming event so they could see your mission in practice. Once they’ve attended the tour or event, a natural next step would be to ask about opportunities to submit grant proposals.

Since identifying and securing grants can often take months, building relationships with funders will be an ongoing process. When you find a funder who might be a good fit for your nonprofit, go ahead and start strategizing ways to connect with them. Forming a strong connection with a grantmaker now can have both short- and long-term benefits for your nonprofit.

2. Keep the specific grant you’re writing for in mind

Similarly to the funders themselves, the grants your nonprofit could apply for vary widely. Seeking and identifying the right grant for your organization is just the beginning—you’ll also need to keep the specific grant in mind as you write your proposal.

Grant applications come in several formats, and you’ll need to approach each one differently. Your proposal will likely take one of three forms:

• Letter of inquiry. Before you apply for a specific grant, many foundations will ask to receive a letter of inquiry as a first step in introducing your organization.
• Full, first-time proposal. While there are some expectations that grant proposals tend to have in common, you may need to set aside extra time to complete your application if a funder has unique or very specific requirements.
• Proposal to a previous funder. If you’re sending a proposal to a foundation that your organization has secured a grant from in the past, make sure to acknowledge their support and check to see if their guidelines have changed since the last time you applied for funding.

The purpose and provider of the grant are two of the main external factors that can affect the proposal-writing process. For example, applying for a government grant opportunity will require your nonprofit to manage a tight turnaround window and will almost certainly be more competitive than a grant from a local foundation already familiar with your organization’s work.

3. Include data and details about your organization

To determine whether your nonprofit is worth supporting, funders want to know as much as they can about who you are and what you do. Your proposal is the place where you can—and should—include as much specific information as you have space for in order to secure needed funding.

Explaining your nonprofit’s mission statement and values clearly is the first step in giving funders the information they need to make their decision. Then, show them the data that will reflect best on your nonprofit and apply to the purpose of the grant, which could include:

• Past donation records or other financial information.
• Volunteer engagement and event attendance numbers.
• Statistics related to concrete impacts your organization has made.
• Impact projections for the proposed project based on past results.

Organizing this data now will set you up for success at every stage of the grant life cycle, as it’ll help you manage grant funds and report on them accurately in addition to improving your proposal.

4. Pay special attention to the budget section

No matter what type of grant your organization is applying for or who the funder is, the budget section of your proposal will be a key resource in determining whether your nonprofit should receive the grant. However, each funder may ask for different information in that section—some only request a program budget, while others want greater detail about how the grant will fit into your nonprofit’s overall financial plan.

Besides looking at the scope of information the funder is asking for, you can write a more effective grant budget with these strategies:

• Consider the grant’s timeframe and plan the budget accordingly.
• Understand the numbers you need to include, including direct and indirect expenses, revenue, and matching funds.
• Use specialized software that will help you organize your nonprofit’s financial records for reference.
• Format your budget correctly, either by using a template provided by the funder or following examples from other organizations.
• Check your calculations when you finish, because small budgeting mistakes can make or break your organization’s ability to secure a grant.

Having a solid budget section of your grant proposal not only helps the funder decide where to award a grant—it also makes financial reporting more straightforward for your nonprofit once you’re actively using the funds. Putting in extra effort during the application process can take some stress off your organization later on.

5. Double-check the format and requirements before submitting the proposal.

Even if you make a connection in advance and write every section of your proposal well, a funder still may not consider your nonprofit for a grant if you don’t follow all of their instructions. As you’re reviewing your proposal, you’ll want to focus on meeting these requirements:

• Number, type, and order of sections. Some elements of your proposal, like your organization’s background, will look similar no matter what grant you’re applying for. But some funders might want certain additional sections included or ask applicants to order them in a specific way, so make sure you’ve followed those guidelines.
• Length. Some funders want to see extensive information about why your organization needs their grant and what you plan to do with the funding, while others prefer more concise proposals. Stick to any listed page or word count recommendations and add or delete information during the review process as needed.
• Deadline. The sooner you can send in your proposal, the better—many foundations won’t consider late submissions.

Each funder’s requirements can vary widely, so before you send them your grant proposal, you’ll want to check, check again, and ask someone else at your organization to check yet another time that you’ve done everything correctly. Working with grant-writing consultants is a reliable way to ensure quality and consistency, boost your chances of success, and reduce your team’s workload.

There are a wide variety of grants available that your organization can pursue, and the funders who provide these grants have expectations that are just as varied. By tailoring your grant proposal to the funder using the tips listed above, you’ll help set your nonprofit up for both short-term and long-term funding success.