The Process of Writing the "Perfect" Grant Proposal

Whilst there may be no singular ‘perfect’ grant proposal that works for every grant application, grant writers can follow a set format which will ensure their grant writing is as close to perfect as possible.  Grant writing can feel overwhelming when you first start out.  However, once you have a strategy, plan, structure, and good organisation, it's possible to create strong, competitive proposals no matter what the grant is. 

Here are the steps you can follow to create your "perfect" grant proposal: 

Understand The Grant Requirements

Before you start grant writing, it's important to thoroughly read and understand the grant guidelines and requirements. Pay close attention to the purpose of the grant, the eligibility criteria, deadlines and any specific guidelines for the proposal format and content. If you find any grey areas, then contact the grant officer to clarify whether your project will meet the brief for consideration. This will also enable you to ask any other questions which may enable you to strengthen your grant writing. 

Identify Your Goals and Objectives

As a grant writer, you must clearly define the goals and objectives of their project, ensuring that you align these goals and objectives with those outlined in the grant guidelines documentation. Generally, grant giving organisations are looking to fund projects that align strongly with the ethos of the grant purpose and the goals of the grant-giving organization. If your project goals can only be tied loosely into the grant’s objectives, then it might be best to use the same energy and time on a grant that has stronger alignment to your project.   

Ensure you utilise SMART goals - they should be specific, measurable, achievable, relevant, and time-bound. Organisations that can show they have put significant thought into tangible and realistic benefits of their project are demonstrates that the organization has a clear and defined plan for achieving specific objectives with a suitable framework for evaluating progress. 

Develop a Budget

Grant writers must create a detailed budget for your project, following guidelines from the grant documentation which outlines what will and will not be funded. Ensure the budget clearly depicts that all cost components have been considered and those components not funded by the grant can be met by your organisation. 

Your organisation should also be able to demonstrate proof of funds needed for any co-contribution. Generally, the guidelines will stipulate if this proof is required and what documentation will be considered as acceptable proof.   

Outline a Realistic Timeline

Your grant writing should always include a realistic timeline when requested, which outlines all the resources you will need and the steps you will take to complete the project.  Where times may vary significantly (such as council permits), then consult with experts, make enquiries and allow extra time to allow for the unexpected.

Strengthen via Supporting Materials

As a grant writer, you should always assemble any additional materials that will strengthen your grant writing proposal, such as letters of support from councils, community groups, and beneficiaries of the project. Providing examples of your organization's previous work and achievements will demonstrate how projects have been successfully executed in the past.  Find and refer to research that will validate the connection between your project and the goals and objectives it will reach by searching through supporting state and national body websites and academic studies. 

Write a Compelling Narrative

The narrative of your grant writing is where the magic happens to bring your vision and the value of your project firmly into the funder’s sights. The narrative is one of the most important elements of grant writing as it strongly ties all the steps outlined so far into every element of the grant guidelines and objectives. Grant writers must understand how to craft an effective story that captures the essence of their program or organization to stand out from the competition and secure the desired funding. 

Creating a strong narrative begins with understanding the foundation of your program or organization and why it needs support. This groundwork should be followed by identifying key themes that are relevant to potential funders, as well as points of interest that will draw them in. When writing, be sure to tell your story in an organized manner – describe your project, its goals and objectives, and the plan you have to achieve them. 

Most importantly, as a grant writer, you want to make a compelling case for why your project is necessary and how it will directly benefit the community, leave readers feeling informed and inspired about your cause. 

Edit and Proofread

Regardless of how experienced you become as a grant writer, you should always carefully proofread and edit your proposal to ensure that it is free of errors and easy to read. Consider having someone else review it as well as fresh eyes will often see the mistakes that you won’t spot in your own grant writing. Lastly, when proof-reading, you should have a copy of the guidelines open to check that you have answered questions in full and not inadvertently omitted any mandatory attachments. 

Grant writing a ‘perfect’ proposal may seem to be unobtainable, but it is possible to get ‘near perfect’ with the right preparation and attention to detail. By understanding the requirements, identifying goals and objectives, creating a realistic timeline and budget, providing supporting materials, and writing a compelling narrative, you have the essential building blocks you need as a grant writer. Remember to edit and proofread your work to solidify your arguments and tie it all together. 

With these tips in mind, you can increase your chances of writing a "perfect" grant proposal that stands out from the competition and gets funded. Good luck!