Note from Diane:
It is important to remember your best practices in times of change. Those best practices are the foundation of a successful and sustainable grant-seeking strategy. Thrilled to have a guest post to share with our community that reminds us of exactly that.

 

The state of nonprofit grants is in flux in 2025, as a U.S. government funding freeze threw a curveball for charitable organizations that rely on government grants. Over 35,000 nonprofits rely on government grants for over half their total revenue. 

If your organization relies partially or heavily on grant funding to stay in business, reevaluate your grant writing and management approach to ensure more of your proposals are accepted. This guide covers five expert grant writing tips to refresh your approach: 

1. Identify your needs. 
2. Research grant opportunities.
3. Customize your proposals to each funder. 
4. Use a clear, straightforward writing style. 
5. Gather stakeholder feedback before submitting applications. 

Leverage these strategies whether you’re applying for government, foundation, or private sector grants. Use these tips and other top fundraising ideas and best practices to raise more for your organization this year. 

 

1. Identify your needs. 

Start the grant-writing process by articulating a clear funding need and case for support. Potential funders need a clear idea of how your organization will use the money. Here are some examples of funding needs your nonprofit might have: 

• Starting a new program.
• Scaling up a recurring fundraising event.
• Purchasing necessary new technology or supplies.
• Building capacity by hiring more staff or investing in fundraising software.

Identify how acquiring this funding will help your organization pursue its mission and support its community more effectively. For example, explain that starting a new afterschool gardening program for elementary school students will allow you to pursue your mission of improving community health. 

This statement of need will form the foundation of your grant application, so it should be as compelling and specific as possible. 

 

2. Research grant opportunities.

Another key aspect of improving your grant proposals is ensuring you apply to the right opportunities. Investigate grant opportunities beforehand to understand whether the funder’s vision and goals align with your organization’s. That allows you to personalize your application and improves your chances of obtaining funding.

We recommend taking the following steps to research grant opportunities thoroughly: 

• Learn about each funder to see where your mission overlaps with theirs. Ensuring your values align with prospective funders is vital to avoid conflicts of interest and establish a mutually beneficial partnership.
• Ensure they’re a good fit for your needs. Not every grant opportunity will align with your nonprofit’s funding needs. Some may offer too little money to be worth the time and effort of completing an application. Others may be too out of reach based on your nonprofit’s current capacity. Carefully review every grant opportunity to ensure it’s reasonable and relevant to your organization’s needs and goals. 
• Track applications in your CRM to stay organized. Keep track of grant opportunities you’ve already applied for, applications still in progress, grants you’ve won, and rejected opportunities in your CRM platform. This tool will organize your application efforts, track relationships with funders, and facilitate team collaboration. 

According to the Funds2Orgs guide to lucrative fundraising ideas, it’s crucial for every fundraising opportunity you pursue “…to be profitable, allowing you to raise the money you need to move your mission forward rather than breaking even or, worse, losing out on precious money, time, and other resources.” 

By thoughtfully researching grant opportunities before drafting your proposals, you can ensure that your organization pursues only those that allow you to maximize funding. 

 

3. Customize your proposals to each funder. 

When drafting your proposals, we recommend a tailored approach rather than a one-size-fits-all strategy. Take the time to customize your proposals to each funder’s specifications. 

Personalize your grant applications with these tips in mind: 

• • Tailor your proposal format to the funders’ requirements. Most grant proposals have an executive summary, need statement, project or program description, and financial and organizational information. However, consider the funder’s specific formatting requirements to ensure your proposal meets their expectations. For example, they may require you to submit official documents in PDF format or create a video of someone at your organization explaining your case for support. 
  • Clearly explain how you’ll use the funds. Ensure your grant proposal aligns with what the funder is offering. Outline how their specific funding amount allows you to pursue your goal, whether starting a new program, building a new facility, etc. 
• Tweak your case for support as needed to align with the funder’s language. Ensure your grant applications address components the funders emphasized in the opportunity description. For example, if funders specify they want to help organizations that take a community-focused approach, explain how your organization incorporates community and stakeholder feedback in your decision-making. 

In addition to this personalized information, highlight your nonprofit’s impact and financial responsibility in all grant applications. No matter the opportunity, funders want to see that your nonprofit is a responsible fiscal steward and that you’ll make the most of their funding. Share your annual reports, form 990s, and other financial documents that explain your current funding situation. 

 

4. Use a clear, straightforward writing style. 

On top of presenting a compelling case for support, your grants should be well-written and error-free. Prioritize clarity and straightforwardness in the drafting process. Keep these best practices in mind when writing your grant applications: 

• Break up long text blocks or paragraphs. Use formatting features such as bulleted or numbered lists and hierarchical headings to organize your application and make it easier to find essential information. 
• Use an active voice. An active voice makes your writing clearer and more direct. For example, instead of writing, “It will take four months for the project to be completed,” rephrase to say, “Our community development team will complete the project in four months.” This style gives readers a clearer picture of who leads different aspects of your projects and programs. 
• Run your proposal through a readability test. Use a free tool like WebFX’s Readability Test to ensure your writing is uncomplicated and easy to understand. Aim for a readability level of around 60-70 (eighth-grade reading level). 

Potential funders shouldn’t have to wade through a complicated proposal structure or jargon to understand your nonprofit’s needs and case for support. By prioritizing simple, clear writing, you can increase your chances of funders connecting with and approving your proposal.

 

5. Gather stakeholder feedback before submitting applications.

Before finalizing your grant applications, share your proposal draft with your team to get their input. Ask them to copy-edit the proposal and share their feedback on the structure and messaging.

Having multiple pairs of eyes on your grant applications will ensure you’ve covered all your bases. Other team members may point out key information or details that would enhance the proposals. Running drafts through multiple rounds of review also allows you to catch mistakes or errors.

Getting an outside perspective from someone less familiar with your nonprofit’s needs is helpful to ensure you’ve explained yourself clearly (like in a Mock Review process). For example, ask a volunteer to read your proposal to ensure they understand your request. 

 

Lastly, we recommend prioritizing authenticity and transparency in your grant applications. Stay true to your nonprofit’s mission and provide all the detailed information funders need to get to know your organization. This genuineness will help you form real, long-lasting bonds with grant funders, allowing you to secure reliable funding.

 

Author: Wayne Elsey

Wayne Elsey is the founder and CEO of Elsey Enterprises (EE) and a member of the Forbes Business Development Council. Among his various independent brands, he is also the founder and CEO of Funds2Orgs, which is a social enterprise that helps schools, churches, nonprofits, individuals and other organizations raise funds while helping to support micro-enterprise (small business) opportunities in developing nations.