Section 4. Applying for a Grant: The General Approach

• Do you really want to apply for a grant?

• What are grants?

• Why should you apply for grants?

• When should you apply for grants?

• How should you apply for grants?

Do you really want to apply for a grant?

Grants can provide important resources for work your organization might otherwise be unable to undertake. They can support staff, programs, equipment, evaluation, partnerships, and other activities that advance community priorities.

Grants also require significant time and effort. First, you need to identify funding opportunities that fit your mission and proposed work. Then you need to prepare an application that meets the funder's requirements and clearly explains what you hope to accomplish. Grant programs are often competitive, and even strong proposals may not be funded because available resources are limited.

The good news is that grant development is a skill that can be learned and strengthened over time. One important area is proposal writing itself. Many resources can guide you through proposal development, budgeting, evaluation planning, and other parts of the application process, including materials listed in the Resources for this section.

Another important area is everything that surrounds the writing: assessing whether the opportunity fits your mission, researching the funder, engaging community members and partners, gathering evidence, developing a realistic budget, coordinating contributors, and planning for implementation and sustainability.

With a thoughtful approach, you can:

• Make sure your grant-seeking strategy supports your organizational goals and community commitments
• Clarify your strategy, readiness, and reasons for applying before investing substantial time in a proposal
• Understand how funder priorities, available resources, relationships, community context, and other factors may affect funding decisions in addition to the quality of the proposal itself
• Strengthen the quality, fit, and competitiveness of your proposals

What are grants?

For our purposes, grants are financial or in-kind awards provided to an organization, group, or sometimes an individual to support specific work. Grant funding might support a community program, initiative, research project, capacity-building effort, equipment purchase, planning process, or another defined purpose.

This section focuses primarily on financial grants to groups and organizations carrying out community work.

Why should you apply for grants?

Grants can make it possible to undertake work that an organization could not reasonably support from its existing budget. Community projects require staff time, facilities, equipment, technology, evaluation, outreach, accessibility supports, transportation, supplies, and many other resources. Grants can provide some or all of those resources.

Grants can be valuable, but they are not always necessary or appropriate:

• Some community work can be accomplished with relatively few financial resources. Convening a meeting, organizing residents, sharing information, advocating for policy change, or coordinating existing resources may sometimes require more relationships and organizing capacity than new funding.
• Funding also creates responsibilities. Someone must manage the money, maintain records, follow grant conditions, document expenditures, report progress, and remain accountable to both the funder and the community. New funding may also change staff roles, workloads, decision-making, partnerships, or expectations, so those effects should be considered in advance.

Grants are also only one source of financial support. A strong sustainability strategy may include public funding, donations, contracts, earned revenue, partnerships, in-kind resources, membership support, and other funding sources. Avoid making the organization's future dependent on a single grant whenever possible.

When should you apply for grants?

• When you want to start, strengthen, or expand work that requires additional financial resources
• When those costs cannot reasonably be covered through your current budget or other available resources
• When you identify a funder whose priorities and grant program genuinely align with the work you want to undertake
• When your organization meets the funder's eligibility and application requirements
• When you have the time, information, partnerships, and organizational capacity needed to prepare a strong proposal and, if funded, carry out the work responsibly

What about writing a grant proposal mainly because funding is available?

Funding opportunities sometimes introduce organizations to approaches they had not previously considered. The important question is whether the opportunity genuinely fits the organization's mission and community priorities.

• Suppose your group provides after-school programs for children and young people and is looking for additional funding. A local foundation funds community organizations but is particularly interested in programs involving older adults. One possibility might be an intergenerational program in which older adults and young people participate together. Should you develop such a program?
• Probably not if the main reason is simply to improve your chances of receiving funding. But the idea may be worth exploring if young people, older adults, staff, families, and community partners see genuine value in the program and it fits your organization's mission and capacity. Funding opportunities can inspire useful ideas, but they should not replace community priorities or cause the organization to change direction primarily to satisfy a funder.

Consider carefully whether the benefits of the funding opportunity justify any new requirements, responsibilities, restrictions, or changes it would bring to your organization and community.

How should you apply for grants?

Be clear about your reasons for applying

Before beginning an application, consider the larger picture. Why are you seeking this particular grant, and how would it support your mission and community priorities?

Ask yourself questions such as:

• What are our long-term program and community goals?
• Could we accomplish the same goals effectively through existing resources, partnerships, or another funding strategy?
• What exactly would the grant support?
• Are we considering this opportunity primarily because funding happens to be available?
• Is a grant the most appropriate way to support this work?
• Are there other financial or in-kind resources that may be more sustainable or flexible?
• Does the opportunity fit our mission, values, community commitments, capacity, and realistic prospects for success?
• Can we devote enough time and attention to prepare a high-quality proposal and carry out the work if funded?

If you are part of an organization or coalition, involve the appropriate people in this decision. Depending on the proposal, that may include staff, board members, partners, participants, community members, and others with knowledge of the proposed work. Their input can help determine whether grantseeking is the right next step.

Know the types of support available

Before pursuing a grant, consider other forms of financial and in-kind support that may be available. These might include government funding, contracts, individual donations, business support, earned income, partnerships, shared resources, membership support, or contributions of space, equipment, expertise, or staff time.

Focus on the type of support you want

After reviewing your options, you may decide that another strategy fits your work better. Or you may decide that a grant is the right approach. Either way, making the decision deliberately can help you move forward with greater clarity.

Search the field

Common sources of grant funding include:

• Federal, state, local, tribal, and other public agencies
• Businesses and corporate giving programs
• Private, family, community, and other foundations and philanthropic organizations

Application requirements differ considerably among funders. Government grant programs may require detailed forms, certifications, budgets, registrations, performance measures, and other documentation. Foundations and corporate giving programs may use different formats and review processes. Follow the instructions provided for each specific opportunity.

This section emphasizes foundation grantseeking because many community organizations seek foundation support and because several of the same basic principles - understanding fit, following guidelines, presenting evidence, building appropriate relationships, and describing realistic outcomes - also apply to other funding sources.

There are many potential funders, so finding the right opportunities usually requires research.

Useful approaches include:

• Use grant and philanthropy databases and directories. Resources such as Foundation Directory and other searchable grant databases can help identify funders by geographic area, issue, population, type of support, and other criteria. Public and university libraries may also provide access to subscription databases or grant-research assistance.
• Ask librarians, nonprofit support organizations, community foundations, colleagues, and other knowledgeable partners about additional resources. Regional nonprofit associations and philanthropy networks may also provide training or information about funding opportunities.
• Follow philanthropy and nonprofit-sector news. Sources such as the Chronicle of Philanthropy, funder newsletters, nonprofit associations, government grant alerts, and other sector publications can help you stay informed about funding trends and opportunities.
• Use funders' websites and online application systems. Most funders provide information about priorities, eligibility, previous grants, application requirements, deadlines, contact procedures, and application materials online.

Narrow the field

Your research may identify many possible funders. Applying to all of them is usually neither practical nor strategic. Narrow the list by looking carefully at fit.

• Check the issues and communities the funder supports. Does your work fit its stated priorities?
• Check the type of support available. Some funders support startup costs, general operations, capacity building, capital needs, advocacy, research, or specific programs, while others do not.
• Check typical and maximum grant amounts. Make sure the request you are considering is realistic for that funder. A larger project may require support from several sources.
• Check geographic eligibility and priorities. Some funders work only in particular cities, regions, states, countries, or communities.
• Review previous grants when information is available. Past awards can help you understand the funder's interests, typical grant size, and the kinds of organizations it has supported.

A methodical review can help you focus limited time on opportunities with the strongest alignment.

Investigate your leading prospects

Before preparing an application, learn as much as reasonably possible about the funder. Review its mission, current priorities, eligibility criteria, application process, deadlines, typical award amounts, previous grants, geographic focus, and any restrictions.

Start with the funder's website and application materials. Annual reports, grants lists, public tax filings where applicable, grant databases, webinars, frequently asked questions, and other public information may also provide useful context.

This research can save considerable time. An organization whose name sounds relevant to your issue may in fact fund a very different type of work. Confirm fit before investing significant effort in an application.

Know the guidelines - they can vary

Each funder establishes its own priorities and application requirements, and those requirements can vary substantially.

Some funders begin with a short letter of inquiry or concept note and invite selected applicants to submit full proposals. Others request a complete application at the outset. Requirements may include organizational information, budgets, evaluation plans, partnerships, financial records, demographic information, letters of support, or other documentation.

Read the current guidelines for the specific opportunity rather than assuming that requirements from another funder or an earlier funding cycle still apply.

Follow the guidelines

Follow the funder's instructions carefully.

If the application requests a two-page concept paper, stay within that limit. If documentation of tax-exempt or other legal status is required, provide it. Meet deadlines and submit materials using the required format or application system.

If your circumstances do not fit a requirement exactly, contact the funder when appropriate or explain the situation in the place the application provides for additional context. Do not ignore application requirements without a clear reason.

Ask questions when needed

If the guidelines do not answer an important question, contact the funder using its preferred communication method. Some funders welcome questions by email or phone; others offer webinars, office hours, technical-assistance sessions, or formal question-and-answer processes.

Review available materials first so that your question addresses something genuinely unclear. Respect staff time and follow any instructions about when or how applicants should contact the funder.

Appropriate contact can sometimes clarify whether the opportunity fits your work and may provide useful information about the application process. The goal should be understanding and alignment, not gaining an advantage through personal access.

Consider a conversation with the funding source

Some funders allow or encourage prospective applicants to discuss ideas before submitting a proposal. These conversations may occur in person, by phone, virtually, during office hours, or through another format.

If the funder's guidelines permit this, a conversation can help clarify whether your proposed work fits its priorities, what questions you should address, and whether applying is a good use of your organization's time.

Not all funders have the capacity to meet individually with applicants, and declining a meeting does not necessarily indicate lack of interest. Follow the process the funder provides.

Use appropriate introductions and relationships

Professional and community relationships can sometimes help an organization learn about a funder or make an appropriate introduction. This may be especially useful for organizations that are newer to grantseeking or unfamiliar with a particular funding network.

If a trusted colleague, partner, or community connection genuinely knows both your organization and a funder, they may be able to introduce you or provide context about your work. Such introductions should be accurate and transparent and should not substitute for eligibility, a strong proposal, or meaningful alignment with the funder's priorities.

Organizations without well-connected networks should still be able to pursue grant opportunities through the funder's established application and outreach processes.

Build community support and participation

Funders often want evidence that proposed work responds to real community priorities and has meaningful support from people and organizations affected by the issue. The strongest evidence is not simply a collection of endorsements obtained for an application, but genuine community involvement in identifying priorities, shaping the approach, and deciding how the work should proceed.

Some proposed efforts may already have strong support. Other ideas may be new, unfamiliar, or viewed differently by different parts of the community. Avoid assuming that an entire community holds one opinion. Engage people with different perspectives and pay particular attention to those most directly affected by the proposed work.

One useful approach is to share a draft concept or outline and invite feedback before the proposal is finalized.

This can:

• Help determine whether the proposed work reflects community priorities and experiences
• Create opportunities for community members and partners to become meaningfully involved
• Identify partners that may be willing to document genuine commitments or roles when letters of support or partnership agreements are appropriate
• Provide constructive feedback that can strengthen, change, or occasionally challenge the proposed idea

Form a working group

Grant planning usually benefits from more than one perspective. A working group can bring together program knowledge, community experience, financial information, evaluation expertise, partnership perspectives, and other knowledge that one writer may not have.

Depending on the proposal, include staff members, partners, participants, community members, financial or evaluation staff, and others with relevant knowledge. People most directly affected by the proposed work can provide particularly important insight into whether the proposal reflects community priorities and realities.

The group does not need to write every sentence collectively. One person may coordinate or draft the proposal while group members contribute information, develop sections, review assumptions, check accuracy, and comment on drafts.

Get knowledgeable review

Before submitting the proposal, consider asking knowledgeable people to review it. Useful reviewers might include someone with subject-matter expertise, lived or community experience related to the issue, grant-development experience, evaluation expertise, financial knowledge, or familiarity with the type of funder involved.

Expertise may already exist within your organization or partnerships. When outside review is useful, make sure reviewers understand the purpose of the proposal and any confidentiality requirements.

Learn from funded examples

Reviewing successful proposals can help you understand how strong applications organize information, present evidence, explain outcomes, construct budgets, and respond to funder requirements.

Look for examples that have been publicly shared by funders, nonprofit support organizations, universities, government agencies, or previous applicants. You may also ask a funded organization whether it is willing to share all or part of an application, recognizing that it may decline because of confidentiality, capacity, proprietary information, or other concerns.

Use examples as learning tools, not templates to copy. Pay attention to structure, clarity, level of detail, evidence, budgets, and how the proposal responds to the specific funder's priorities. Your own proposal should accurately reflect your organization, community, and proposed work.

Learn from an unsuccessful proposal

Grant funding is competitive, and many strong proposals are not funded. A declined application does not necessarily mean the idea or proposal was poor. Funders may have limited resources, receive many strong applications, change priorities, seek a particular balance in their grant portfolio, or make choices among proposals that all have merit.

When a proposal is not funded, review what you can learn from the experience. Some funders provide reviewer comments or allow applicants to request feedback; others do not have the capacity or policy to do so.

If feedback is available, approach the conversation as an opportunity to learn. Questions such as "Are there areas we could strengthen if we apply again?" or "Was there a particular issue of fit or clarity we should understand?" are more useful than challenging the funding decision.

Consider the feedback alongside your own assessment and the perspectives of community members, staff, and partners. Not every funder recommendation will be appropriate for your organization, and you should not change your mission or community commitments merely to improve the chances of future funding.

If the opportunity remains a good fit, you may decide to revise and apply again. If not, use what you learned to strengthen future proposals to other appropriate funders.

And if your proposal is funded, celebrate the accomplishment - then make sure you have the systems, partnerships, staffing, financial controls, community accountability, and evaluation processes needed to carry out the work as promised.