How to Write Winning Grant Proposals for Nonprofits

Writing a grant proposal can feel intimidating for beginners, but understanding what funders want and following a clear structure will greatly improve your chances of success.

Grantmakers typically look for proposals that align with their own mission and address a clear community need, presented in a well-organized, compelling manner.

In practice, this means you should research each funder and tailor your proposal to show how your project fits their priorities.

Remember: many funders read dozens (or hundreds) of applications. Yours should stand out through clarity, purpose, and relevance.

Common Components of a Grant Proposal

Most successful nonprofit grant proposals include similar key sections. While terminology can vary, a typical proposal will contain the following.

1. Cover Letter or Summary

A brief introduction to your organization and a concise executive summary highlighting what you seek funding for and why.

This summary should immediately grab the reviewer’s attention with a compelling overview of your project and its importance.

2. Organization Background

A section describing your nonprofit’s mission, history, and credibility.

Funders want to know your organization is qualified to deliver the project.

3. Needs Statement

A clear description of the problem or need you plan to address, supported by evidence.

Explain the community’s unmet needs and why the issue is urgent, using data or stories to show the need’s severity.

4. Project Description/Narrative

The heart of your proposal. Detail your proposed program or project, including goals and objectives, activities, and timeline.

Be specific about what you will do and what outcomes you expect. It’s often recommended to make objectives SMART (Specific, Measurable, Achievable, Relevant, Time-bound) so funders can clearly see what will be accomplished.

5. Budget and Budget Narrative

An itemized budget showing how much funding you need and exactly how it will be used. Grantmakers expect transparency about costs and how funds tie to activities.

Include a budget narrative that justifies each expense (for example, why certain staff or materials are necessary).

A well-thought-out budget demonstrates you have planned the project carefully.

6. Evaluation Plan

Explain how you will measure success or impact.

Funders want to know you’ll track results. Describe the metrics or outcomes you’ll monitor and how you’ll report them (e.g. number of people served, improvement in test scores, etc.). This shows accountability.

7. Sustainability Plan (If Applicable)

How will the project continue after the grant funds are spent?

Many funders appreciate a brief section on your plans for future funding or community support to keep the program running long-term.

8. Attachments

Often proposals include additional documents like your IRS 501(c)(3) letter, board list, financial statements, letters of support, or other supporting materials. Always check the funder’s guidelines for required attachments.

When writing each section, follow any instructions in the funder’s Request for Proposal (RFP) or online application form.

Stick to any page limits or word counts and include all information they ask for. Proposals that stray from the required format or miss key details can be rejected on that basis alone.

Best Practices for Clear, Compelling Proposals

Grant reviewers favor proposals that are easy to read and make a strong case. Here are some tips to ensure your proposal shines:

1. Be Organized and Easy to Navigate

Use headings, short paragraphs, and bullet points to break up text.

Reviewers are accustomed to finding information in specific sections, so organize your proposal logically (as outlined above) to help them quickly locate each component. Adequate white space and clear section titles make your application more reviewer-friendly.

2. Write in Clear, Concise Language

Avoid jargon and keep your writing simple and direct.

Aim for sentences under ~20 words and stick to one main idea per paragraph. Remember that reviewers may be reading many proposals – making yours easy to understand will work in your favor.

3. Focus on the Funder’s Goals

Emphasize how your project helps advance the funder’s mission or grant program objectives.

Mission alignment is often the first thing funders look for, so explicitly connect the dots between what you propose and what the funder cares about (e.g. if the funder focuses on education, highlight the education outcomes of your project).

4. Make a Compelling Case (Tell a Story with Data)

In your needs statement and project description, balance factual evidence with human interest.

Use statistics and real examples or anecdotes to illustrate the problem. A proposal that conveys urgency and impact through persuasive storytelling can stand out from the rest.

• Instead of just saying “200 families lack access to healthy food,”
• You might briefly share a story of one family’s struggle, backed up by the 200-family statistic.

5. Include Measurable Outcomes

Clearly state what success looks like. Funders appreciate when you define the specific results you aim to achieve.

• “Increase high school graduation rates from 85% to 90% in our program.”

6. Demonstrate Credibility

Highlight your organization’s strengths, relevant experience, and past accomplishments.

If you have run similar programs or have qualified staff, mention that.

Many successful proposals also cite partnerships or community support to show you have buy-in and the capacity to deliver. Attaching brief letters of support from partners or local leaders can further validate your project.

7. Edit and Proofread

Clarity and professionalism are critical.

Always proofread for typos and have someone else review your proposal if possible.

A well-written, error-free document shows the funder that you pay attention to detail. Conversely, mistakes or confusing writing can undermine confidence in your proposal.

8. Start Early and Refine

Give yourself plenty of time to write and revise.

A strong proposal often goes through several drafts. If possible, ask a colleague or mentor for feedback. They might catch unclear sections or suggest improvements.

Rushing at the last minute can result in omissions or poor writing, so begin preparing your proposal well before the deadline.

Final Thoughts on Grants, Giving and Emails

Grant writing is a skill you build over time.

Don’t be discouraged if early proposals are not funded. Treat any rejection as a learning opportunity – and when possible, request feedback to improve your next application.

For advanced grant-writing tactics (such as complex federal grants or detailed program evaluation methods), consider pursuing formal training or workshops.

But for most local or foundation grants, following the basics outlined here – a clear structure, alignment with funder priorities, and compelling yet concise writing – will put you on the path to a winning grant proposal.

And if you want step-by-step guidance, templates, and mentoring from real fundraisers, Oregon State University’s on-demand Fundraising Certificate can help you build confidence and success in your grant writing journey.