A Simple Framework for Writing a Strong Grant Proposal

EWH University for Small Business | Quick Guide

Every grant is different, and the most important rule is to carefully read and follow the specific requirements of the grant you’re applying for.

But whether you’re asking for $5,000, $20,000, or considerably more, a strong proposal should make it easy for the person reviewing it to understand a few basic things:

Why should we care? What are you proposing? Why should we believe you can do it? What exactly are you asking us to fund? And what impact will our money create?

Here is a simple framework to help you think it through.

1. Start With the Funder—Know Your Audience and Who Is Reading It, Not With You

Before you begin writing, put yourself in the shoes of the person reviewing the proposal.

Ask:

• What is this organization trying to accomplish?
• Who or what are they interested in supporting?
• What outcomes matter to them?
• Why would your project fit their mission?
• What specific requirements or scoring criteria have they given you?

Your proposal shouldn’t simply explain why your organization needs money.

It should demonstrate why funding your organization helps the funder accomplish something that matters to them.

2. Hook Them With the Need

Quickly establish the problem, need, or opportunity you’re addressing.

Make it specific and understandable.

Who needs help? What problem are they experiencing? How significant is it? What happens if nothing changes?

Whenever possible, support the need with credible numbers, evidence, experience, or a brief real-world example.

The reader should quickly be thinking:

“I understand the problem, and I understand why something should be done about it.”

3. Clearly Explain What You Do—and Why It Works

Now connect the problem to your solution.

Explain:

• What is your program?
• Who does it serve?
• What specifically do you do?
• How does it address the problem?
• What makes your approach effective or different?
• What results have you achieved—or what results do you expect?

Keep this simple.

Ideally, someone unfamiliar with your organization should be able to understand the core of what you do in 30 seconds to two minutes.

If it takes several pages before the reviewer understands what you’re actually proposing, you’ve probably made them work too hard.

4. Make the Ask Specific

Don’t make the funder figure out what you want.

Tell them.

For example:

“We are requesting $15,000 to provide our 10-week youth mentorship and mental wellness program to 50 students at two Queens high schools.”

Then explain:

• Why are you asking for that amount?
• What exactly will the money pay for?
• How long will it fund the program?
• How many people will it serve?
• What activities will take place?
• What is the timeline?

The budget and the story should support one another. If you ask for $15,000, the reviewer should be able to understand exactly why the project requires $15,000.

5. Define the Results

Don’t stop at explaining what you’re going to do.

Explain what should be different because you did it.

There is an important distinction between activity and outcome.

Activity: We will conduct 20 workshops.

Outcome: 50 students will complete the program, and 80% will demonstrate improvement in ______.

Think about:

• How many people will you serve?
• What will participants receive?
• What change are you trying to create?
• How will you know whether it worked?
• What information will you collect to demonstrate the results?

The more measurable the outcome, the easier it is for a funder to understand the impact of their investment.

6. Give Them Confidence You Can Deliver

A good idea isn’t enough. The funder also needs confidence in the people behind it.

Briefly establish:

• Your organization’s experience
• Your team’s relevant expertise
• Programs you’ve already delivered
• Partnerships or contracts you’ve established
• Results, testimonials, or evidence you already have
• Your ability to responsibly manage the funding

If you’re a newer organization, don’t pretend to have a long track record. Instead, show what you’ve already accomplished and why your team is capable of taking the next step.

7. Finish by Connecting the Dots

Your conclusion doesn’t need to introduce new information.

Bring the strongest pieces together:

Here’s the need.

Here’s what we’re going to do about it.

Here’s what we’re requesting, why we’re requesting that amount, and how we’ll use the funding.

Here’s who will benefit.

Here’s the impact your funding can help create.

And finally, connect it back to what you know about the funder: what they want and need, what they’re trying to accomplish, and the issues, people, or outcomes they’re most interested in supporting.

The goal is to leave them with a brief, easy-to-understand summary that connects the need, your solution, the specific request, how the money will be used, the impact it will create, and why all of that matters to them.

Make it easy for the reviewer to remember why your proposal deserves consideration.

The 60-Second Grant Test

Before submitting a proposal, hand it to someone who knows very little about your organization.

After they read the opening and summary, ask them:

1. What problem are we solving?
2. Who are we helping?
3. What exactly do we do?
4. How much money are we asking for?
5. What will we do with the money?
6. What result should the money produce?
7. Why should this particular funder care?

If they can’t answer those questions easily, simplify the proposal.

And one final rule:

Always follow the specific grant instructions.

If the funder asks for particular information, attachments, outcomes, formatting, budgets, or supporting documentation, give them exactly what they request. A great story doesn’t overcome an incomplete application.

The goal is to make your proposal clear, specific, credible, measurable, and easy to understand—and to make it obvious how funding your project helps the funder accomplish something they care about.

Want to learn more about writing a strong grant proposal, building and growing your nonprofit or organization, or putting the right strategies in place for your next stage of growth? Contact EWH University for Small Business at 1-332-900-9916 or schedule a discovery call directly with Joseph here.