The Basics of Writing a Grant Proposal, Part I: An Overview
Posted: September 09, 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 (GWC) describes expectations for this form of writing and offers a practical, step-by-step approach to excel at it.
Securing funding for yourself or your organization can begin with a grant proposal. Not all grants will require exactly this; most grants will request additional, specific documents that align with the funder's goals. However, when you plan to apply for a grant, being familiar with this basic information will help make the process easier.
What Is a Grant?
A grant is funding given by a foundation, government agency, or corporation for a specific project. Unlike donations, grants are competitive, as awards range from a few hundred to millions of dollars. Students, non-profits, schools, and government agencies can each apply for grants.
Do not apply for a grant blindly. Research organizations that align with your goals to see what they may offer in terms of grants. Some things to keep in mind:
- Mission Alignment: Do they care about your cause?
- Geographic Focus: Do they fund projects in your specific area?
- Award Size: Will the available funding meet your needs?
- Eligibility and Deadlines: Do you qualify, and are they accepting applications?
If these things don't align with your goals, it is best to look for other organizations that fit with your objectives. Applying for a grant with an organization that doesn't share your goals wastes valuable time and resources. Funders rarely approve projects outside their mission and may require you to change your project to align with their priorities. This can change your project and create a challenging partnership.
Be sure to read the grant guidelines carefully. Stay well within the funding organization's deadlines, word limits, and recommended formats (such as font style and size and digital or hard copy applications). Make certain that you include all of the documents requested. Doing this shows the funder that you are professional and that you want to work with them.
Letter of Intent
Some funders will request that you submit a grant Letter of Intent, or a Letter of Inquiry (LOI) before you submit a full grant proposal. This letter should be a short and concise document that pitches your project. It allows foundations or corporate givers to quickly decide if your goals align, saving both you and the funder time. Not all organizations will require this, but it is wise to prepare an LOI in case it is needed, plus it can also prepare you to "pitch" your idea verbally when the opportunity arises.
Typically Requested Documents
Funding organizations have individual requirements that grant applications need to meet to be considered for funding. Some of the typical documents that you should begin to collect include:
- An updated resume. Be sure that your resume looks professional and trustworthy. For schools, include a list of the Board of Directors (include the board members' professional affiliations). Be ready to include updated resumes for your board or the key participants of your organization, if necessary.
- Letters of Support (LOS) for your organization. In academic settings, often academic advisors or academic peers can provide LOS. In community settings, the school principal, parents, and even prominent community members may be sources for LOS. Other sources for LOS may include local leadership such as the president of a parent's organization, the mayor, or other local government officials.
- Community organizations are likely to need to include bank statements for the establishment (such as a food bank or youth group) or a copy of the IRS 501(c)(3) Determination Letter (proving your nonprofit status).
- Written grant proposal. This will be detailed in the next section.
Written Proposal
Writing a grant proposal is all about building a well-constructed, persuasive argument. The written argument must show the funding organization that you are knowledgeable and care about a problem that needs to be resolved. It also shows that you have a plan to resolve the problem and that you can be trusted with their money.
Step 1: The Hook and The Proof
Begin this section with your executive summary ("elevator pitch"), providing a snapshot of your entire project. Follow this with your organizational background to show that you are qualified to do the work you propose. Next, provide a statement of need. This is where you explain why this project is needed and to show that your goals align with the goals of the funders. Be sure to include data to reflect who will benefit from the funding.
Step 2: The Plan and The Price Tag
Once you have proven the need, use the project description to lay out the "what" and the "how." Detail exactly how the money will be used. Next, include an evaluation plan that explains how you will measure success and report the data back to them. Conclude with a budget. Include a spreadsheet to account for every dollar; be sure to add narrative to explain why each expense is necessary and how costs were calculated.
Grant writing requires research, adherence to guidelines, and careful planning. This summary will not reflect every grant proposal, but it is intended to help you to understand and prepare so that you can turn your vision into a reality.
The Graduate Writing Center (GWC) and the Sponsored Programs, Agreements, Research, and Contracts Office (SPARC) are resources that can help you in the grant-writing process, so please feel welcome to reach out. Book an appointment for feedback from one of the GWC's trained consultants.
For additional help writing an effective grant proposal, the Graduate Writing Center provides hands-on, personalized writing services to the graduate students of SUU.
References
Harvard University Library. (n.d.).Writing: Grants & fellowships.
Vieira, K. (n.d.). Planning and writing a grant proposal: The basics. University of Wisconsin-Madison.
Weidmann, A. E., Cadogan, C. A., Fialová, D., Hazen, A., Henman, M., Lutters, M., Okuyan, B., Paudyal, V., & Wirth, F. (2023). How to write a successful grant application: Guidance provided by the European Society of Clinical Pharmacy. International Journal of Clinical Pharmacy, 45, 781-786.
