It’s a tough time for nonprofits. Costs are rising, funder priorities are shifting, and many organizations are being asked to do more with less. Amid all this, securing grant funding can feel like both an urgent necessity and a constant challenge.
That’s why grant writing still matters – maybe more than ever. When done right, it’s not just about compliance or formatting. It’s about building trust, making your mission resonate, and showing funders why your work matters now.
Whether you’ve been writing proposals for years or are just getting started, sharpening your grant writing skills can help you land more support and build stronger funder relationships. In this post, we’re sharing some of the key practices to return to again and again – and a few common mistakes to steer clear of.
Why Grant Writing Still Matters
Grants might not pay for everything, but they can play a big role in a healthy fundraising mix. A strong grant can:
- Align your mission with a funder’s goals
- Help you explain your impact clearly and credibly
- Lay the groundwork for long-term relationships
- Boost your credibility with other supporters
But here’s the thing: writing a successful grant proposal isn’t just about following instructions. It’s about making a clear, compelling case for your work – and why the funder should care.
Grant Writing Best Practices for Clarity and Connection
The strongest proposals don’t rely on being technically correct. They’re focused, human, and easy to follow. Here’s what that looks like in action.
1. Think About the Funder Before You Start Writing
Before you open a blank document, take some time to learn what the funder cares about. Read their guidelines, sure – but also look at who else they’ve funded, what kind of language they use, and how they describe their values.
Understanding their perspective helps you position your work in a way that resonates. It shows that you’ve done your homework and that you’re not just copying and pasting from your last proposal.
2. Tell One Clear Story
It’s easy to want to include everything your organization does in a proposal – but that can sometimes backfire from a lack of specificity. Instead, focus on one program or initiative that closely aligns with the funder’s priorities.
Keep your narrative tight and centered around these core questions:
- What problem are you trying to solve?
- Why is it urgent or important right now?
- What’s your solution?
- Why you? Why your organization?
- What will success look like?
You’re not just listing facts – you’re telling a story that builds trust and inspires investment.
3. Use Clear, Straightforward Language
Funders are people, not robots. Avoid jargon, acronyms, and overly complex explanations. Just say what you mean.
The goal is to be understood, not to sound impressive. Plain language is powerful. Keep your paragraphs short, use active voice, and let your genuine passion for the work come through.
4. Back It Up with Data
Telling a great story is important – and so is proving that it works. Use relevant data to frame the issue and show how your solution is making a difference.
If you have outcome data, include it. If you’re still developing your evaluation approach, be honest about that and explain how you’re tracking progress. Funders want to know their investment will lead to real results.
5. Make It Easy to Say Yes
Even the best ideas can get buried in confusing formatting or unclear answers. Your proposal should be easy to read, easy to review, and easy to say “yes” to.
Here are a few simple ways to help:
- Follow instructions exactly
- Stay within word or character limits
- Clearly label attachments and file names
- Make sure your budget tells the same story as your narrative
It may seem like busywork, but details like this make a real difference – especially when a funder is reviewing dozens of proposals.
A Few Common Pitfalls
Trying to Say Too Much
If you’re trying to showcase everything your organization does, you’re probably saying too much. Stay focused on what matters most to the funder and the specific project you’re asking them to support.
Not Tailoring to the Funder
It’s tempting to repurpose old proposals, but resist the urge to copy-paste. Funders can tell when your application feels generic. Take the time to tailor your language and content to their values and priorities.Even better, build in discovery meetings (Zoom, phone, in person) with the funder to learn about them and where your organization and project fits into their grant strategies. Program officers are meant to be your best advocate and guide.
Assuming Your Mission Speaks for Itself
You might know your work is important – but the funder doesn’t, at least not yet. Don’t rely on the mission alone. Make the case clearly, specifically, and with evidence.
Writing for Right Now
We’re in a complex and uncertain time. Funders are shifting focus, rethinking portfolios, and making difficult decisions. But that doesn’t mean they’re stepping back from the work. In fact, many are doubling down on impact and looking for organizations they trust.
Effective grant writing today means showing that you understand the context, that you’re clear on what you’re doing and why it matters, and that you can deliver results. It’s less about perfection, and more about clarity, connection, and consistency.
Grant Writing is a skill you build over time. The more intentional you are, the more confident you’ll become – and the stronger your proposals will be. Whether you’re just starting out or refining your approach, these practices can help you write proposals that resonate, reflect your mission, and strengthen your relationships with funders.