The Basics of Writing a Grant Proposal, Part II: The Checklist
Posted: September 15, 2026 | Author: Sherrie Gavin | Read Time: 5 minutes
Writing an effective grant proposal requires skills for organization and persuasion. In this two-part series, the Graduate Writing Center describes expectations for this form of writing and offers a practical, step-by-step approach to excel at it.
In the previous blog post, we learned that securing funding requires a structured approach. Funders are not looking for a creative, poetic application; they are looking for a responsible partner who can execute a plan. To successfully transition your project from a great idea to a fully funded initiative, it is wise to create a checklist to help you think like a grant reviewer. This checklist will not reflect every grant application; it is a tool to help you be prepared. As always, you need to ensure that you provide all the information that your funder requires.
Follow the Map
Answer the funder's questions in the exact order they ask them. If their guidelines ask for the budget before the project description, provide it in that order. Forcing a tired reviewer to hunt through your text for a specific answer can get your application tossed aside.
Format for Ease of Reading and Skimmability
Always remember that your reviewer is human. They are reading through numerous proposals, meaning your biggest enemy is reviewer fatigue. To stand out, you must make your proposal easy to read. Use clear headings, short paragraphs, bullet points, and direct language; this is not the time to over complicate or over-inform.
Be Specific and Credible
When you write a proposal, omit generalizations in favor of facts. Funders want to see that you have mapped out the exact logistics of your impact.
- Weak: "We will serve the community."
- Strong: "We will provide 40 hours of after-school tutoring per week to 150 students at Jones School, where 78% of the student body qualifies for free lunch."
Be Honest and Use Facts
We all love to dream. But grants are real money and need to demonstrate your ability to succeed with the provided funding. Ways you can do that include:
- Use precise outcome data from your past programs
- Share quotes and testimonials from participants
- Incorporate third-party evaluations if you have them. Do not worry if you do not have these. Instead, reference the research behind your chosen methodology to prove that your approach works. (For academic grants, this might be letters of recommendation from other academics in your field.)
Start Small, Budget Realistically
Your budget is the financial blueprint of your integrity. Do not aim to look like the "lowest bidder" or the "biggest spender." Find a medium that truly reflects your project, and stick with it.
- Start Small: Your first grant doesn't need to be a million-dollar award. Beginning small with local foundations helps build your credibility, which in turn allows you to work towards that million-dollar grant.
- Budget Realistically: Asking for too little money can sometimes appear as though you have not thought through the costs. Be sure to include all supply costs and incidentals. Be aware if the funder has a strict cap on indirect costs, and follow it precisely.
Do Not Be Late!
When it comes time to submit, aim for a few days before the deadline to avoid unexpected technical glitches. Once your application is officially in the system, keep the momentum going with professional follow-up.
- Be Responsive: Prepare yourself to quickly answer follow-up questions or provide additional financial documents if requested. Remember to thank the funder for their time in reaching out to you for additional information.
- Track the Timeline: Note the funder's expected decision window so you know when to anticipate a response and can accept the grant in a responsible and timely manner.
Build Relationships
Many funders prefer to invest in organizations they already know and trust. Before you submit a grant proposal, make an effort to develop relationships with program officers. This helps to ensure that your goals are in alignment and their organization is the right place for you to apply.
- Be a Gracious Recipient. Send a short thank-you letter when the grant is received. Follow up with timely reports. If appropriate, invite them to see their donation at work. Sending small updates are great, but keep those brief and secondary to official follow-ups, such as "Touching base to let you know that as of this quarter, our team has successfully launched the funded initiatives and utilized the grant resources in strict alignment with our proposed budget and timeline."
- Handle Rejection Elegantly: If your proposal is declined, don't look at it as a dead end. Send a polite note thanking them for their time and ask for constructive feedback. Most funders are happy to share why an application fell short, giving you the exact blueprint you need to win the next round.
Conclusion
This checklist serves as an outline to help you prepare to create and follow up on your grant application. It is recommended that you create your own checklist that is structured around the grant that you are applying for. However, it is good to keep in mind that by combining data and well-thought-out budgeting with relationship-building, you show funders that you are not just asking for money, but that you are in a respectful partnership.
As always, you need to ensure that you are following the steps outlined by the organization to which you are applying for the grant. And remember: every proposal--whether awarded or declined--is a valuable stepping stone. Keep your mind open and your ear to the ground for every opportunity. This will help to turn your funding vision into a reality.
For additional help writing an effective grant proposal, the Graduate Writing Center provides hands-on, personalized writing services to the graduate students of SUU. For feedback from one of the GWC's trained consultants, book now!
