How to Write a Grant Proposal That Stands Out

The Grant Writer’s Dilemma: How Do You Make Your Proposal Shine?

Picture this: You’ve spent days, maybe weeks crafting your grant proposal. You’ve outlined the problem, detailed your nonprofit’s mission, and provided a budget that makes perfect sense. Yet, when the grant results come out—crickets. No funding. No feedback. Just rejection.

If that sounds familiar, you’re not alone.

Only about 10-30% of grant proposals actually get funded, depending on the competition and the funder’s priorities. But don’t worry—you can increase your success rate by writing a grant proposal that truly stands out.

So, what’s the secret? How do you craft a compelling, fund-worthy proposal that gets noticed? I’ll walk you through a simple, step-by-step process—one that has worked for me and my clients—and I’ll share insider strategies that most grant writers don’t talk about.

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1. Start with a Powerful Hook—Make the Reviewer Care Immediately

Grant reviewers are human beings (even though they might seem like mysterious gatekeepers). They skim through dozens of proposals daily—so you have just a few seconds to grab their attention.

Here’s what most grant proposals do:

BAD OPENING:
“Our nonprofit is dedicated to serving underserved communities through various initiatives that improve their lives.”

Boring. Generic. Forgettable.

STRONG OPENING:
“Last year, 1 in 3 children in our community went to bed hungry. Our mission is simple: No child should ever go to sleep with an empty stomach. With your funding, we can provide 10,000 nutritious meals to those who need them the most.”

Why this works: It makes the problem tangible, urgent, and personal. A grant reviewer is more likely to pay attention when they see real-world impact.

Pro Tip: Use statistics, a short compelling story, or a shocking fact to hook your reader.

2. Tell a Story That Makes Your Nonprofit Unforgettable

Numbers are great. Data is essential. But stories stick.

A well-told story makes your nonprofit’s mission more than just another statistic. It puts a face to the problem you’re solving.

Example:

Instead of saying:

“We provide educational programs for low-income students.”

Tell a story:

“Meet Sarah. She’s 12 years old and dreams of becoming a doctor. But with both parents working multiple jobs, she had no access to books or after-school programs. Our nonprofit changed that. With our program, Sarah improved her reading by two grade levels and is now on track to achieving her dream.”

Pro Tip: Funders don’t just fund projects; they fund people and impact. Make them see the faces behind the numbers.

3. Nail the Need Statement—Why Should They Fund YOU?

The need statement (or problem statement) is THE most critical part of your grant proposal. It explains why your project matters and why funding it is urgent.

✅ What to Include in a Strong Need Statement:

• Data & Statistics: Use relevant research to back up your claims. Example: “According to the USDA, 34 million people in the U.S. face food insecurity.”
• Local Relevance: Show how the problem affects your specific community.
• Consequences of Inaction: What happens if this issue isn’t addressed?

⚠️ Avoid These Common Mistakes:
❌ Being too broad (e.g., “Poverty is a problem worldwide”)
❌ Making assumptions without data (e.g., “People are struggling, and we know that’s bad”)
❌ Focusing on your nonprofit instead of the community (Funders care about impact, not internal struggles)

4. Clearly Define Goals and Objectives

The best grant proposals include SMART goals:

• Specific
• Measurable
• Achievable
• Relevant
• Time-bound

Example of a Weak Goal: “We aim to help families improve their financial situation.”

Example of a SMART Goal: “Within 12 months, we will provide financial literacy training to 500 low-income families, resulting in at least 75% increasing their monthly savings by 10%.”

Pro Tip: Funders need to see a clear return on investment. Show them how their money will lead to measurable impact.

5. Develop a Strong, Realistic Budget

Your budget is where many grant proposals fall apart. Funders want to know:

• How will you use their money?
• Is your project cost-effective?
• Can you sustain the program after funding?

✅ What Makes a Strong Budget?

• Every dollar is accounted for.
• It aligns with your project goals.
• It includes matching funds or other sources of revenue (if required).

Example of a Well-Structured Budget:

Pro Tip: Funders love leveraged funding—show that you have additional support (donations, in-kind services, volunteers).

6. Make Your Grant Proposal Easy to Read

Even the best proposals can get ignored if they’re difficult to read.

✅ Formatting Tips for a Winning Proposal:

• Use headings and subheadings (like this article!)
• Keep sentences short and clear
• Use bullet points for key details
• Stick to 12pt font (Times New Roman or Arial is safest)
• Avoid jargon and technical language

Pro Tip: Pretend you’re explaining your project to a 12-year-old. If a middle schooler can understand it, your grant reviewer will too!

7. End with a Strong Call to Action

Don’t just end your proposal with a summary. Instead, make it clear why the funder should act NOW.

Example of a Weak Ending:

“Thank you for considering our proposal. We look forward to your support.”

Example of a Powerful Closing Statement:

“With your support, we can provide 10,000 meals, help 500 families, and transform an entire community. Let’s make this impact together. We are eager to discuss how your investment will change lives—thank you for your time and consideration.”

Pro Tip: End with confidence, clarity, and a strong sense of urgency.

Final Thoughts: Want to Improve Your Grant Writing?

Writing a standout grant proposal isn’t about fancy words or long-winded explanations—it’s about clarity, impact, and making your case impossible to ignore.

✉️ Want to level up your grant writing skills?
Subscribe to Grant Writing Academy Newsletter for free templates, strategies, and expert tips to increase your success rate.

Remember—the best grant writers aren’t just good at writing, they’re great at storytelling. Now, go out there and write a proposal that gets funded!