Why 2026 is the Year to Stop Writing Grant Proposals to Every Foundation

Have you noticed that more and more foundations are moving to "no unsolicited proposals" policies? You research a foundation that looks like a perfect fit for your organization, only to discover that it only accepts proposals by invitation.

It's not your imagination. The door to foundation funding has been closing slowly for years—and the data proves it. 

In 2011, 60% of foundations didn't accept unsolicited proposals (Smith, 2011). By 2015, that number jumped to 72% (Eisenberg, 2015). According to Candid's most recent research analyzing over 112,000 private foundations, 71% now only fund "pre-selected charitable organizations" (Candid, 2024).

That means only 29% of foundations will even look at your proposal unless they've invited you to apply. But 2026 might be the year that the remaining door slams shut for good—and sloppy AI is the reason.

Foundations are already overwhelmed. With AI making it easier than ever to churn out generic grant proposals, program officers are drowning in poorly-written applications using the outdated spray-and-pray method. According to Candid's 2024 Foundation Giving Forecast Survey, 23% of foundations already won't accept AI-generated proposals, and 67% are still figuring out their policies (Mika, 2024). This was an anonymous survey, which allowed foundations to be more candid about their concerns—most haven't made public statements about AI policies yet, so this data reveals what's happening behind the scenes.

Translation: Those foundations that still accept unsolicited proposals are one bad grant cycle away from going invitation-only permanently.

And if you're still using spray-and-pray—sending generic proposals to every foundation you find—you're not just wasting your time. You're actively contributing to the problem that's closing doors for everyone.

The Spray-And-Pray Era Is Over

You know the drill: Research 50 foundations, send essentially the same proposal to all of them, hope for the best.

Here's the thing—it never really worked. But now? It's actively harmful.

Here's what's happening behind the scenes:

Foundation program officers are receiving more proposals than ever. Many are clearly mass-produced. Some are obviously AI-generated by people who don't understand grant writing fundamentals. The quality is declining while the volume is increasing.

The foundation's response? Close the door. No more unsolicited proposals. Invitation only. By the time you realize that perfect-fit foundation has gone invitation-only, you've already lost your chance.

The Real Problem Isn't AI—It's Inexperience

Let me be clear: The problem isn't AI itself. The problem is using AI to write grant applications when you don't have the experience to know whether AI is doing it right.

 Think about it: If you don't understand what makes a compelling needs statement, how will you know if the AI-generated needs statement is compelling? If you can't identify a good organizational fit for grant funding, how will you evaluate whether AI matched you with the right funders?

Learn grant writing first. Master strategic thinking, understand what makes proposals fundable, and develop your judgment about fit and quality. Then use AI to make your work more efficient. AI can help you write faster, generate first drafts, and organize information—but only if you have the grant writing expertise to direct it and evaluate its output.

How Foundations Spot Sloppy Ai Proposals (Hint: Not Through Detectors)

 You might be wondering: Are foundations using AI detection software to screen out AI-generated proposals? The short answer is no, and they don't need to. AI detectors don't work reliably, producing high rates of false positives and false negatives. They flag human-written content as AI-generated and miss obvious AI content. Even the companies that make these tools acknowledge their limitations. But here's the thing: foundations don't need detection software to spot poorly-written AI proposals. The problems with sloppy AI grant writing are obvious to any experienced grant reviewer, not because they "sound like AI" but because they lack the substance, specificity, and strategic thinking that characterize strong proposals.

Bad AI proposals reveal themselves through lack of substance:

• Flowery statements without evidence: "Our innovative, transformative program creates lasting change in the community," → but no data on how many people served, what outcomes were achieved, or what "transformative" actually means

• Generic descriptions that could apply to anyone: Any youth development organization could claim the same things, any food bank could use the same language 

• Buzzword soup without specifics: Talking about "strategic partnerships" and "collaborative impact" without naming a single partner or describing what the collaboration actually looks like 

• Perfect grammar, disconnected logic: Beautiful sentences that don't actually connect to each other or build a coherent argument

• Misunderstanding the funder's actual priorities: The AI matched keywords, but the proposal shows the applicant doesn't really understand what the foundation cares about

• Overpromising without realistic plans: Grand claims about impact that don't match the organization's budget, staffing, or track record

The tell isn't that it "sounds like AI"—it's that it lacks the authentic details, specific evidence, and strategic understanding that only comes from someone who truly knows both the organization and grant writing.

A proposal written by an experienced grant writer using AI thoughtfully? It still has those specifics, that evidence, that strategic fit assessment. Because the human knows what details matter and how to direct the AI to strengthen (not replace) their expertise.

The Strategic Alternative: Quality Over Quantity

 So if spray-and-pray is dead, what's the alternative? 

Strategic grant writing. And it starts with one critical skill: knowing when NOT to apply.

This might sound counterintuitive. You need funding, so shouldn't you cast the widest net possible? Actually, no. That approach wastes your limited time and contributes to the problem that's shutting down access for everyone. Instead, you need to become ruthlessly strategic about where you invest your grant prospecting effort.

Focus on Low-Hanging Fruit First

Low-hanging fruit doesn't mean "easy grants that everyone wins." It means perfect fit funders—foundations where the alignment between your work and their priorities is so clear that your proposal practically writes itself.

What does a perfect fit look like? Start with mission alignment. The foundation funds exactly the kind of work you do—not tangentially related, not sort of similar, but directly aligned. If you run an environmental education program for youth, you're looking for foundations that specifically fund environmental education for youth, not just "youth programs" or "environmental causes" broadly.

Geographic alignment matters too. You need to be squarely in their funding area. If a foundation focuses on three specific counties and you're in one of them, that's a good fit. If they fund the entire Pacific Northwest and you're in Seattle, you're competing with hundreds of other organizations. Be honest about whether you're in the sweet spot or on the periphery.

Grant size alignment is equally important. If you need $50,000 and a foundation typically gives $5,000 grants, you're not a fit—no matter how perfect the mission match. Look at their grantmaking history using tools like Candid's Foundation Directory. What's their typical range? Do they ever make grants at your level? Don't waste time trying to convince a small family foundation to make their largest grant ever to your organization. 

Finally, look at their history of funding organizations like yours. When you review their past grantees, can you genuinely say "of course—we should be on that list too"? That's what I call the "of course" factor.

Getting to "Of Course"

The "of course" factor is that moment when a grant reviewer reads your proposal and thinks "of course that makes sense" and "of course we want to fund that." You've achieved a strategic fit so clear that funding feels obvious. 

Getting to "of course" requires deep research. You need to understand what the foundation values, not just what they say they fund. Read their annual reports. Study the organizations they support. Look for patterns in who gets funding and why. What do their grantees have in common? What kinds of projects do they prioritize—pilot programs or proven models? Direct service or capacity building? Local grassroots organizations or regional powerhouses?

When you can see yourself clearly in that pattern of funding, you've found low-hanging fruit. These are the opportunities where you should spend 80% of your grant writing time. Perfect the proposal. Build the relationship. Demonstrate the fit. These are your highest probability opportunities, and they deserve your best effort.

Long-Shots Can Work—But Only With Strategy

I'm not saying you should never pursue a foundation that's a less obvious fit. Long shots aren't impossible. But they require a fundamentally different approach than spray-and-pray.

A legitimate long-shot means you've identified a genuine strategic connection that might not be obvious at first glance, and you're willing to invest significant time proving it. Maybe the foundation primarily funds healthcare, but they've shown interest in addressing social determinants of health, and your housing stability program directly impacts health outcomes. That's a strategic long-shot—there's a real connection, but you need to make the case.

What makes a long shot worth pursuing? You need a clear, compelling angle for how your work fits their mission, even if your project doesn't look exactly like what they typically fund. You need to be willing to build the relationship first—attending their events, engaging with their published research, and making personal connections with staff or board members. And you need to go all-in on the application itself. Don't submit a recycled proposal with minor tweaks and hope for the best. If you're going after a long shot, treat it like the long shot it is: invest the time to craft a proposal that explicitly makes the strategic connection clear.

Don't apply to long-shots as a numbers game, hoping that if you submit to enough "maybes," a few will pay off. That's just spray-and-pray with better targeting. Apply to long-shots only when you've done the strategic thinking, and you're prepared to do the work.

The Middle Ground: Be Selective

Then there are mid-range opportunities—foundations where you have good but not perfect alignment. Maybe your geographic area overlaps with theirs, but it isn't their primary focus. Maybe your mission connects to theirs tangentially. Maybe they fund your issue area, but usually support larger organizations.

 These require judgment. Some are worth pursuing. Many aren't. The question to ask yourself: Can you genuinely demonstrate fit, or are you just checking boxes? If you're writing a proposal, thinking "well, we kind of fit because..." stop. That's not strategic. That's spray-and-pray disguised as research.

Be selective. Choose the opportunities where you can make a clear, honest case for why you belong in their funding portfolio. Skip the rest.

The Hidden Costs Of Spray-And-Pray

Beyond wasting your time, the spray-and-pray approach to grant writing has real consequences:

Reputational damage: Foundations talk to each other. Submit poorly-matched proposals consistently, and you develop a reputation as someone who doesn't do their homework. In the tight-knit world of philanthropy, that reputation follows you.

Opportunity cost: Every hour spent on a bad-fit proposal is an hour not spent on a good-fit opportunity. If you can write 5 excellent, strategic proposals or 20 mediocre, generic ones, which will raise more money? The data from the Grant Professionals Association shows that grant professionals are already being more selective—writing a median of 19-20 proposals per year, not 50 or 100 (Grant Professionals Association, 2023). Quality matters more than quantity.

Contributing to the problem: Every generic, poorly-matched proposal that lands in a program officer's inbox makes them more likely to close the door to unsolicited applications entirely. You're not just hurting your own chances—you're making it harder for every nonprofit organization.

Diminishing access for everyone: When foundations go invitation-only because they're overwhelmed with poor applications, you've just made it harder for every nonprofit—including yours—to access foundation funding in the future. This particularly impacts smaller organizations and those serving marginalized communities who have fewer insider connections.

What This Means For 2026

The data is clear: Foundations have been moving toward invitation-only policies for over a decade. AI hasn't created this trend—but sloppy use of AI is accelerating it.

In 2026, the strategic grant writers will thrive.

They'll focus on fit, build relationships, and demonstrate an authentic understanding of both their organizations and their funders. They'll use AI as a tool to enhance their expertise, not replace it. They'll invest in professional grant writing training to develop the judgment needed to evaluate quality.

The spray-and-pray crowd will find fewer and fewer doors open.

Which side of that divide do you want to be on?

What You Can Do Right Now

1. Audit your current prospect list. Remove any foundation where you can't clearly articulate why you're a strong fit. If you're using a prospect tracking spreadsheet, add a "fit score" column and be honest about each opportunity.

2. Research thoroughly before applying. Look at 3-5 years of past grantees using resources like Instrumentl, Candid, or foundation 990-PF forms. Can you genuinely say, "Of course, we belong on this list"? If not, move on.

3. Invest in learning. If you're using AI to write proposals, make sure you have the grant writing expertise to evaluate and improve what AI produces. Consider professional certification in grant writing to build that foundation.

4. Build relationships. Don't let your first contact with a foundation be a proposal. Attend their events, engage with their content, and make connections. Relationship-based fundraising still works—even in an AI era.

5. Track your success rates by fit level. Are your "perfect fit" applications succeeding? If not, the problem isn't fit—it's proposal quality. Get help with grant writing training or hire an experienced consultant.

Frequently Asked Questions

Q: How can I tell if a foundation is a good fit for my organization?

A: Look at four key alignment factors: mission (do they fund exactly what you do?), geography (are you squarely in their funding area?), grant size (do they give grants at your level?), and grantee history (when you look at who they fund, do you belong on that list?). If you can't clearly articulate why you fit in all four areas, it's probably not worth applying.

Q: Should I never use AI for grant writing?

A: AI can be a powerful tool for experienced grant writers—it can help generate first drafts, organize information, and improve efficiency. The problem is using AI when you don't have the expertise to evaluate whether its output is good. Learn grant writing fundamentals first, then use AI to enhance your work.

Q: What if all the foundations in my area don't accept unsolicited proposals?

A: This is increasingly common. Your strategy shifts from "submit proposals" to "build relationships." Research foundations that align with your work, identify connections (board members, staff, funded organizations you know), and start relationship-building. Attend their events, engage with their content, and ask for informational conversations. The goal is to get invited to apply.

Q: How many grant proposals should I be submitting per year?

A: According to Grant Professionals Association data, grant professionals write a median of 19-20 proposals per year. Quality matters far more than quantity. It's better to submit 10 highly strategic, well-researched proposals than 50 generic ones.

Q: How do I know if my proposal is too generic?

A: Ask yourself: Could another organization in your field submit this exact same proposal by just changing the name? If yes, it's too generic. Strong proposals include specific data about your organization, concrete examples of your work, and clear evidence of why you're the right organization for this funder at this time.

Q: What's the difference between a strategic long-shot and spray-and-pray?

A: A strategic long-shot means you've identified a genuine connection between your work and the funder's priorities (even if it's not obvious), and you're willing to invest significant time building the relationship and crafting a targeted proposal. Spray-and-pray means sending essentially the same proposal to many funders, hoping something sticks, without strategic thinking about fit.

The Bottom Line

The landscape of foundation fundraising is changing. The doors are closing—not because foundations don't want to fund good work, but because they're overwhelmed with poor applications from organizations that haven't done the strategic thinking.

Strategic grant writing isn't just about writing better proposals. It's about making better decisions about where to invest your limited time. It's about knowing when to walk away from a poor-fit opportunity. It's about building relationships and demonstrating a genuine understanding of what funders care about.

If you're serious about foundation funding in 2026 and beyond, it's time to stop throwing applications at every foundation you find and start being strategic about fit.

The foundations that remain open to unsolicited proposals are looking for thoughtful, strategic applications from people who've done their homework.

Give them what they're looking for—and stop contributing to the problem that's closing doors for everyone.

Now I want to hear from you: Have you noticed foundations in your area closing to unsolicited proposals? Are you seeing AI-generated proposals flood your field? And honestly, where do you fall on the spray-and-pray to strategic spectrum? Share your experience in the comments.

References

Candid. (2024). How often do foundations accept unsolicited requests for funds? https://candid.org/blogs/do-foundations-accept-unsolicited-requests-for-funds-from-nonprofits/

Eisenberg, P. (2015, October 20). Let's require all big foundations to let more nonprofits apply for grants. Chronicle of Philanthropy.

Grant Professionals Association. (2023). 2023 GPA compensation and benefits survey. https://grantprofessionals.org/page/salarysurvey

Mika, G. (2024, December 5). Where do foundations stand on AI-generated grant proposals? Candid Insights. https://blog.candid.org/post/funders-insights-on-ai-generated-grant-application-proposals/

Smith, B. K. (2011). [Foundation Center research on unsolicited proposals]. Referenced in Nonprofit Quarterly. (2017, February 24). Scaling the wall: Getting your grant proposal heard. https://nonprofitquarterly.org/scaling-the-wall-getting-your-grant-proposal-heard/

Top Grant Writing and Nonprofit Blogs to Follow in 2026

At Spark the Fire, I believe that great grant writers are lifelong learners. Whether you’re building your consulting business, applying for federal funding, or just getting started, staying inspired and informed is part of the journey.

This year’s list looks a little different from past versions. I reviewed every blog from the 2025 list and removed any that had not published at least four new articles in 2025. A surprising number had gone silent this year or even disappeared completely when I clicked their links. Since consistency matters — both for learning and for thought leadership — I only included blogs that remained active, relevant, and updated.

The result is a fresh, high-quality list of grant writing and nonprofit blogs that continue to publish meaningful content. These writers are trusted educators, thought leaders, and practitioners who share the same mission I do: helping you secure funding for causes that matter.

Below are my favorite blogs to follow in 2026, along with why I think they’re worth your time.

• Spark the Fire – Our very own hub for weekly tips, grant writing templates, examples, and encouragement for purpose-driven grant writers. I write pieces that challenge assumptions in our field — thought-provoking, sometimes a little contrarian, and always rooted in the idea that meaningful work matters more than hustle. If you like smart think pieces about how to do this work with integrity and clarity, you’ll feel right at home here. If reading our think pieces sparks a desire to grow your skills even further, explore our Certificate in Grant Writing course — it’s where everything comes together in a guided, supported way.

• 1832 Communications – Authored by Ephriam Gopin, this blog focuses on clear messaging and nonprofit donor communication. Some posts speak directly to grant writing. I appreciate how practical and accessible Ephriam’s writing always is.

• Candid Blog – This is where I go for nonprofit funding trends and data. I especially enjoyed this recent article on whether U.S. Foundations will soon be using AI to review grant applications. If you want help finding the right funders for your organization, my guide on how to conduct smart, efficient prospect research is a great place to start.

• Center for Effective Philanthropy (CEP) Blog – If you want to know what foundations are reading, read this blog. It covers funder-grantee relationships, strategy, evaluation, and impact. I find it incredibly grounding for understanding the funder perspective.

• CharityHowTo – A blend of articles for every stage of your grant career. I liked this article written by fellow GPC, Diane Leonard. Clear, actionable, and always technically strong.

• DH Leonard Consulting Blog – This team publishes consistently helpful posts on writing stronger proposals, federal readiness, and proposal reviews. Their motto is “don’t let grants stress you out,” and I think most of us can get behind that.

• EUNA Solutions – This blog takes a tech-forward look at public sector grants. I appreciated a recent article about preparing for increased government oversight in 2026. I appreciated a recent artible about preparing for increased government oversight in 2026.

• Foundant: GrantHub Blog – Foundant’s articles often focus on grant management, systems, and the foundation side of philanthropy. I always find it valuable to read what funders are being taught — it sharpens your own strategy when you understand how they think. I’m still missing Tammy Tilzey heading up their webinars, but the written content continues to be strong. A recent article recommending that foundations use AI to find similar grantees was especially interesting from a grant writer’s perspective. If you’re exploring how AI is shaping our field, you might also enjoy my AI & Grant Writing mini-series, where I break down practical, ethical ways to use AI tools.

• Funding for Good – My friend Mandy Pearce and her team publish excellent articles on nonprofit strategy, capacity building, and consulting today. I particularly liked a recent piece about improving your consulting website. If you want even more behind-the-scenes insight into the world of grant writing firms, check out the Inside Grant Writing Businesses series — the conversations are smart, practical, and sometimes delightfully surprising.

• Fundraising HayDay – I met this dynamic duo at the GPA Conference this year and became an even bigger fan. Their podcast-inspired writing offers smart, timely insights on teams, writing, deadlines, and the realities of grant work.

• Grant Professionals Association – Industry updates, tools, and ethical guidance from the leading professional association. You can also find my guest blog here about grant prospect database taxonomy. You can also find my guest blog on grant prospect database taxonomy.

• Instrumentl Blog – From the best grant prospect research database on the market comes one of the most trusted grant writing blogs online. I enjoyed Karen Lee’s article on general operating grant, and you’ll find several of my articles featured here too.

• Just Write Grants – Melanie Lambert writes directly to executive directors and nonprofit leaders. Her recent article on maximizing year-end momentum in your proposals was especially energizing. This article on maximizing the year-end in your grant proposals fired me up.

• GrantsPlus – A meaty blog with smart takes on capacity building and organizational readiness. This article entitled “Why You’re Losing Your Grant Writer and What to Do About It.” made me laugh and nod along.

• Grant Seeker’s Edge – A newer LinkedIn-based blog focused on general fundraising. It currently has 18 issues and is steadily growing. There’s good practical insight here if you want short, digestible content.

• GS Insights – GrantStation’s weekly, practical tips for finding and evaluating funders.

• Millionaire Grant Lady – his monthly blog covers topics that most others don’t touch. I liked a recent article demystifying myths about faith-based organizations getting grants. Hint: they do.

• MyFedTrainer – Consistent guidance on compliance, federal requirements, and managing complex federal awards.

• Nonprofit AF – Vu Le serves up bold, honest, funny reflections on nonprofit life, leadership, and equity. It’s not a grant writing blog specifically, but it’s essential reading for nonprofit thinkers.

• PEAK Grantmaking Blog - This is another “what funders are reading” resource. Articles focus on equity, transparency, and philanthropic best practice. If you’re exploring how AI is shaping our field, you might also enjoy my AI & Grant Writing mini-series, where I break down practical, ethical ways to use AI tools.

• Philanthropy Today – Produced by the Chronicle of Philanthropy, this is like the New York Times of nonprofit news and analysis.

• Seliger + Associates – A bit of a contrarian, tell-all style focused on federal grants. Their recent article questioning whether the “84 banned words” list is an urban legend made me think.

• Think and Ink Grants – Equity focused strategies, business growth advice, and practical writing guidance for consultants and nonprofit leaders.

• Write Epic Grants – I saved the best for last. This is a daily blog, which is impressive enough, but the real value is how fresh and creative each entry is. I love receiving these short, energizing tips every day.

Frequently Asked Questions

What makes a grant writing blog worth following in 2026?

Look for blogs that offer practical advice, current examples, and strategic thinking. The best ones help you understand funder expectations, improve your writing, and stay ahead of sector trends like AI, federal oversight, and trust-based philanthropy.

 How can these blogs help me become a stronger grant writer?

They give you access to expert thinking, proposal strategies, prospect research tips, and real-world case studies. Reading widely helps you refine your voice, think more strategically, and write proposals that resonate with funders.

 Are these blogs helpful for both nonprofit staff and freelancers?

Absolutely. Whether you’re an in-house grant writer, a consultant building your business, or an executive director writing proposals yourself, these resources offer insights that apply across roles.

 How do I keep up with new grant writing trends?

 Subscribe to a mix of blogs on this list, follow sector leaders on LinkedIn, attend webinars, and stay engaged with professional associations. The field evolves quickly, especially with emerging AI tools and shifting funder priorities.

Which blog should I start with if I'm brand new to grant writing?

Start with Spark the Fire, Instrumentl, Funding for Good, and DH Leonard Consulting. They offer clear, accessible guidance you can use right away.

Final Thoughts

There is no one right way to learn grant writing, and no single source has all the answers. The magic comes from surrounding yourself with teachers, peers, and thinkers who challenge you, inspire you, and remind you why this work matters.

If you have a favorite blog that isn’t listed here, share it in the comments. We love discovering new voices in the field. Also, if you want curated grant writing insights delivered each week, join my newsletter — it’s where I share trends, tips, and tools I don’t post anywhere else. Ready to take your skills further? Explore Spark the Fire’s Certificate in Grant Writing Course for 2026. 

The Metrics Question: How Do We Measure Real Success in Grant Writing Education?

The grant writing profession has spent years proving that "success rates" are unfair metrics for evaluating grant professionals. Too many variables sit outside the writer's control: organizational readiness, funder priorities, relationship history, geographic distribution requirements, and timing factors that have nothing to do with proposal quality.

Still, prospective students and employers ask a fair question:
How do you measure if a grant writing course actually works?

When someone searches for the best grant writing course or wonders whether a grant writing certificate is worth it, what they really want is evidence. Real data. Real results. Real skills demonstrated in real organizations.

That’s the question I’m wrestling with. And I want your help.

In This Article, You Will Learn

·       Why traditional grant success rates cannot measure training effectiveness

·       What academic, professional, and coaching programs track

·       What Spark the Fire currently measures within our 8–10 week Certificate in Grant Writing

·       Four new ideas for measuring real-world success, including a sophisticated revenue forecasting metric

·       How alumni and organizations can help define what “excellent grant writing education” truly means

Why Measuring Grant Writing Training Is So Complicated

The grant writing world has rightfully moved away from simplistic success rates. The field now values strategic thinking, relationship building, professional ethics, readiness assessment, and project design.

But we still haven’t answered one big question:
How do you prove a grant writing training program prepares someone for real jobs and real impact?

After being named the “best grant writing course” in the world by Instrumentl for four years, I’m confident in what we teach. But I’m not satisfied with surface-level metrics. I want evidence that graduates can perform in actual roles across nonprofits, government agencies, educational institutions, tribal entities, and community organizations.

What Other Grant Writing Programs Track

Every program handles this differently:

Academic programs track:

·       completion rates

·       CEUs earned

·       test scores

·       job placement

Training programs track:

·       student confidence surveys

·       testimonials

·       anecdotal success stories

Business coaching models track:

Holly Rustick’s Freelance Grant Writer Academy stood out to me. She tracks collective impact metrics from her 12-month business coaching program:

·       grants raised by students (88 million dollars so far)

·       business revenue earned by students (2.2 million dollars)

What's smart about this is she built it into the program from the start. Students know when they enroll that they're joining a movement toward collective goals: $1 billion in grants for nonprofits and $30 million in student business revenue by 2030. The tracking isn't an afterthought - it's part of the identity.

That works beautifully for a freelance-focused, year-long program with clear entrepreneurial goals.

But what about a comprehensive grant writing education that serves career changers, nonprofit professionals, freelancers, volunteers, and lifelong learners?

No model fully fits Spark the Fire. Each approach tells part of the story. But none feel complete for what we're trying to accomplish at Spark the Fire. So I’m exploring new ones.

How Spark the Fire Grant Writing Classes Already Measures Learning

Let me be clear about what Spark the Fire already includes:

Throughout the 8-10 week course, we assess learning with:

• Graded knowledge checks on ethics, technical requirements, and strategic thinking

• Rubric-scored assignments on every component of a grant proposal

• Individual instructor feedback on multiple drafts

• Pre- and post-course knowledge and confidence assessments

• Final project: a complete, professional-quality grant proposal

• 24 continuing education units toward GPC or CFRE certification

We teach technical writing skills, strategic thinking, prospect research, organizational readiness assessment, professional ethics, and relationship building. Students leave with templates, frameworks, and real work samples.

Our curriculum is rigorous. Students leave prepared.

But is in-course performance enough proof for employers and prospective students? Maybe. Maybe not.

The Four Approaches I'm Considering Next

I'm genuinely exploring several approaches. None are decided. I need your input.

Option A: Strengthen In-Course Assessment

We already assess skills throughout the course. Should we formalize this even more? For example, we could add letter grades to the certification rather than keeping it pass/fail. This would give prospective employers or clients a clearer signal about performance levels.

Question for you: Is in-course assessment the most important proof? Does knowing that graduates demonstrated competency during training give you confidence they can perform after?

Option B: Track Graduate Career Progression

Follow graduates' professional advancement over time:

• Secured grant writing roles (for career changers)

• Promoted within their organizations

• Moved to better-fit organizations (upward or lateral moves that align with their goals)

• Launched freelance businesses

• Added grant writing to their responsibilities

• Transitioned from volunteer to paid positions

Question for you: Does career trajectory prove training effectiveness? Would seeing that graduates advance professionally matter to you?

Option C: Measure Collective Impact (With Full Transparency)

Track the total dollars our graduates help raise for nonprofits, government agencies, educational institutions, tribal entities, and other organizations. I'd be completely transparent about the limitations: this number reflects organizational readiness, existing relationships, program quality, funder priorities, and many factors beyond the grant writer's control.

Question for you: Even with those attribution challenges, does collective impact matter? Would knowing "Spark the Fire graduates collectively raised $X million" influence your trust in the program?

Option D: Forecasting Accuracy (A Sophisticated Professional Metric)

Here's where I get genuinely curious - and I'm not sure if this is too abstract or exactly right.

I have used probability forecasting to predict annual revenue from grant writing for an organization. You assign each opportunity a probability based on fit, readiness, and relationship strength, multiply by the request amount, and sum the weighted values.

Here’s a simple numeric example:

A graduate builds a one-year grant calendar with four proposals totaling 400,000 dollars:

·       Proposal A: 150,000 dollars at 70 percent probability

·       Proposal B: 100,000 dollars at 40 percent probability

·       Proposal C: 100,000 dollars at 25 percent probability

·       Proposal D: 50,000 dollars at 80 percent probability

Expected revenue forecast =
(0.70)(150,000) + (0.40)(100,000) + (0.25)(100,000) + (0.80)(50,000)
= 217,500 dollars

If actual results land within roughly 15 percent over 12 months, the forecast was accurate.

What if we measured whether graduates can accurately forecast grant revenue?

Not "did you raise $X million" but "can you strategically assess your portfolio and make calibrated predictions?"

This metric measures:

• Strategic thinking about organizational fit and funder priorities

• Understanding of readiness factors that affect success

• Professional-level judgment and pattern recognition

• The ability to think beyond single proposals to portfolio management

An example metric: "Spark the Fire graduates' revenue forecasts averaged within 15% of actual results over a 12-month period."

Here's my question: Is this too complex—or is it exactly the kind of real-world proof the field needs?

 I find it intellectually compelling. But does anyone besides me care?

What Would You Be Willing to Track?

For this to work, alumni must participate. If you're an alumnus, what would you be willing to report back?

Holly Rustick's model works partly because students know upfront they're joining a movement toward collective goals ($1 billion in grants, $30 million in businesses by 2030). Tracking isn't an afterthought - it's part of the identity.

Would that resonate with Spark the Fire graduates?

Would you want to be part of proving that excellent grant writing education produces measurable results? Would you respond to a 6-month survey? Share your career wins? Report your challenges?

And critically: What would motivate you to do this?

Contributing to collective achievement? Demonstrating the value of the profession? Building credibility for future graduates? Access to an alumni community? Something else?

FAQ

How do you measure success in a grant writing course?

We evaluate skills through graded assignments, instructor feedback, and a final professional-quality proposal. We are exploring additional long-term metrics such as career outcomes, collective impact, and grant revenue forecasting.

Do grant writing “success rates” matter?

Not really. Grant decisions depend on funder priorities, relationships, geographic requirements, and organizational readiness. Skill development, strategic thinking, and ethical practice are better indicators of a writer’s ability.

What should employers look for in a grant writing certificate?

Evidence-based curriculum, practical assignments, instructor-reviewed proposals, and skills tied to real-world grant writing (research, readiness assessment, budgeting, outcomes, and forecasting).

What is grant revenue forecasting?

It’s a method professionals use to predict annual grant revenue by assigning probabilities to each opportunity. It measures judgment and strategic thinking, not luck.

Your Turn

I want to hear from you.

·       Prospective students: What evidence gives you confidence that a training program prepares you for real grant writing roles?

·       Alumni: What would you be willing to track and share?

·       Organizations: What information helps you trust a certificate or credential?

·       Educators: What metrics have you found valuable in your own programs?

Email me or share your thoughts in the comments. I’m genuinely listening.

And if the forecasting model either sparks your curiosity or confuses you completely… I especially want to hear from you. 

Working the Elevator Pitch: How to Build Funder Relationships Online

Years ago, I left a meeting with a Program Officer who managed about ten different family foundations. As I rode down the elevator, something struck me: those foundation board members—the actual decision-makers—came to this building regularly to meet with him about grant allocations. They rode this same elevator.

I thought: What if there was a sign right here? Just a simple poster showcasing my client's incredible work with at-risk youth. Those board members would see it, realize this organization exists, and understand it aligns perfectly with their philanthropic goals.

It wasn't a crazy thought. It was actually smart. Because here's the truth about funder relationships that nobody talks about: It's not pushiness to make sure the right people know your organization exists. It's strategic visibility.

"Just build relationships with funders" is common advice in grant writing. But what does that actually mean? And more importantly, how do you do it when you can't exactly put up an elevator sign—even though, honestly, that would work?

Reframing Relationship Building

Let's be honest about what makes funder relationship building feel awkward: we're trying to get noticed by people who control resources we need, and there's an inherent power dynamic there. It can feel like we're being pushy or manipulative.

But here's what changed my thinking about that elevator sign fantasy: those foundation board members actually wanted to find organizations doing great work. That's why they had a foundation. That's why they hired a consultant. They were actively looking for worthy causes to support.

My client's youth program was exactly what several of those foundations funded. The board members just didn't know the organization existed.

Funder relationship building isn't about pushiness. It's not about schmoozing or becoming best friends with program officers. It's about being visible in the right places so that when funders are looking for organizations like yours, they can find you.

Think of it this way: If that elevator sign had been smart marketing (and it would have been), then strategic visibility online and in professional spaces is equally smart. You're not being pushy—you're making it possible for the right funders to discover the work you're doing.

Where ARE the "Elevators"?

So if I couldn't put a sign in that actual elevator, where CAN I be visible to funders today?

The good news: there are far more "elevators" now than there were back then. The challenge: you need to be strategic about which ones matter.

LinkedIn Is Your Primary Elevator

I'm connected with quite a few funders on LinkedIn, and if you're not actively building your professional network there, you should be. Hint: connect with me on LinkedIn! This is where program officers, foundation consultants, and even family foundation board members show up regularly.

But here's the key: LinkedIn isn't about constantly posting or promoting your organization. It's about being professionally present. Engage thoughtfully when program officers share updates about funding priorities, new initiatives, or highlighted grantees. Comment when you have genuine insight to add. Share relevant content from your field.

Foundation Websites and Newsletters

Many foundations now publish regular newsletters, blogs, and updates. Subscribe. Read them. When they announce new funding priorities or highlight successful projects, you're learning what matters to them—and sometimes, there are opportunities to engage (application webinars, information sessions, feedback surveys).

Your Grant Proposals Are Your Best Billboard

Here's something people forget: every grant proposal you submit is an opportunity for visibility. Even if you don't get funded, you've introduced your organization to a program officer. A well-crafted proposal demonstrates your professionalism, your mission alignment, and your capacity. That's relationship building.

Building Professional Relationships on LinkedIn

LinkedIn is where you build professional relationships with program officers and foundation staff. This is about you, as a grant professional, connecting with program officers as fellow professionals in the grants ecosystem.

Connecting with program officers:

When you send a connection request to a program officer, keep it simple and professional:

"Hi [Name], I'm a grant writer working in [sector/issue area]. I've been following [Foundation's] work in this space and would value connecting with you as a colleague in the field."

That's it. You're two professionals working in related roles. No pitch. No organizational promotion.

After you're connected:

Engage occasionally and authentically. When they share updates about funding priorities, sector trends, or successful projects, that's valuable intelligence for your work. A thoughtful comment demonstrates you're paying attention to the field.

Think of it like any professional network: you're building name recognition and demonstrating you're a serious, engaged professional in the grants community.

But when you're ready to pursue funding, follow the foundation's directions. If they welcome inquiries or pre-application contact, use it—send your LOI or make that call with your full pitch through their approved channels. Don't just say "hi, see me!" Give them what they need to decide if there's a fit.

Making First Contact: Phone, Email, or Contact Form?

Now we get to the actual outreach—when you've identified a foundation that's a strong fit and you're ready to explore a funding opportunity.

First step: Follow their directions.

Check the foundation's guidelines carefully. Do they say "inquiries welcome" or "contact us before applying"? Do they list a phone number, email address, or only have a contact form? Some foundations explicitly say "no contact before submitting application." Respect that.

If they DO welcome pre-application contact, here's how to approach it:

The Phone Call Approach

If a phone number is listed and they welcome calls, this can be the most efficient way to determine fit quickly.

Before you call: Read through their guidelines and application form thoroughly. Nothing wastes a program officer's time—and damages your credibility—more than asking questions that are clearly answered in their materials.

During the call: Have your Letter of Inquiry and budget information in front of you. Program officers will ask questions to understand your project and assess fit. Listen carefully, answer confidently, and be prepared to ask your own clarifying questions.

This is a conversation, not a pitch. They're trying to be helpful.

(For detailed guidance on phone calls with program officers, see my article: The Art of the Phone Call: How to Stand Out With Funders)

The Email Approach

If they provide an email address or contact form, here's where my approach might surprise you: Don't just introduce yourself and ask if they want more information. Give them the information.

Write a brief, friendly email in the body:

"Dear [Name],

I'm reaching out from [Organization] because I see strong alignment between your foundation's focus on [specific priority] and our work with [population/issue].

We're seeking funding for [brief project description], and I've attached a Letter of Inquiry with full details about our organization, the project, and why we believe this is a good fit.

I'd welcome the opportunity to discuss this further. I can be reached at [phone] or [email]. Thank you for considering this inquiry."

Then attach a proper LOI (1-2 pages) with the full picture: who you are, what you do, what you're seeking funding for, budget range, and why you're approaching them.

Why this approach? Grantmakers invented Letters of Inquiry. They want a quick snapshot so they can make decisions efficiently. Don't make them ask for basic information—give them what they need to say yes, no, or "tell me more."

(If you need guidance on writing a strong LOI, I've written a comprehensive guide here: How to Write a Letter of Interest for Grant Funding: Complete 2025 Guide)

If They Don't Respond

Here's the reality: many foundations don't respond to inquiries, especially if it's not a fit. That's not personal—they're managing dozens or hundreds of requests.

Wait two weeks. Send one polite follow-up. Then move on.

If guidelines say you can apply without pre-approval, you can submit your proposal directly. Your proposal itself becomes your introduction.

What Strategic Visibility Is NOT

Let's talk about the line between strategic visibility and being annoying, because it matters.

Strategic visibility IS:

·       Having a professional LinkedIn presence

·       Engaging thoughtfully with foundation content when relevant

·       Sending a well-researched inquiry email

·       Submitting strong grant proposals

·       Being known for quality work in your issue area

·       Making information about your organization easy to find

Strategic visibility is NOT:

·       Repeatedly emailing program officers with "just checking in"

·       Connecting on LinkedIn and immediately pitching your project

·       Commenting on every single foundation social media post

·       Asking for meetings without a clear reason

·       Ignoring stated communication preferences

·       Taking up program officer time when you haven't done basic research

The difference? Strategic visibility is about being in places where funders naturally look. Being annoying is inserting yourself where you're not wanted.

Think of it this way: that elevator sign would have worked because foundation board members were already in that elevator. I wasn't chasing them down. I was simply being visible in a space they occupied.

Online relationship building works the same way. Be present where funders already are. Make your work visible. Let them discover you.

Your Reputation Is Your Elevator Sign

Here's what I've learned after 25+ years in this field: Your reputation is the most powerful form of strategic visibility.

That elevator sign I fantasized about? It would have worked for one building, one set of foundation board members, for as long as it stayed up. But your reputation as a grant professional—and your organization's reputation for quality work—follows you everywhere.

How reputation builds visibility:

When you submit strong grant proposals, program officers remember your organization. When you're professional in your communications, they remember that too. When your organization delivers on what you promised in a grant, that matters.

Program officers talk to each other. Foundation staff move from one foundation to another. Consultants who advise multiple foundations take note of which organizations do excellent work.

You don't control all of this, but you influence it every single time you interact with a funder.

What this means practically:

·       Every grant proposal is an opportunity to demonstrate your professionalism

·       Every email to a program officer reflects on your credibility

·       Every report you submit to a current funder builds (or damages) your reputation

·       Every conversation at a conference or webinar is relationship-building

You can't put up a physical sign, but you can be consistently excellent. That's strategic visibility that compounds over time.

The long game:

Funder relationships aren't built in one phone call or one email. They're built over time, across multiple touchpoints, through consistent professionalism and quality work.

Some foundations will fund you on your first application. Others will take years of building familiarity before they're ready to invest. Some will never be the right fit, no matter how good your work is.

That's okay. Keep doing excellent work. Keep being visible in the right places. Keep building your reputation.

Your elevator sign is being built every single day through the quality of your work and your professional presence. That's the kind of visibility that actually moves organizations forward.

Frequently Asked Questions

How do I start building relationships with funders?

Start by being professionally visible where funders already are: LinkedIn, foundation webinars, and sector conferences. Connect with program officers as fellow professionals in the grants field. When you're ready to pursue funding, follow the foundation's guidelines for pre-application contact—whether that's a phone call, email, or contact form.

Should I connect with program officers on LinkedIn?

Yes, but approach it as professional networking between colleagues, not as a way to pitch your organization. Send a brief, professional connection request mentioning your shared interest in the field. Engage occasionally with their content when you have genuine insight to add.

What should I say in my first official contact with a foundation?

Give them the information they need to assess fit: who you are, what you're seeking funding for, and why you think there's alignment with their priorities. If calling, be prepared with your project details and budget information. If emailing, include a Letter of Inquiry so they can make a quick decision about whether to invite a full proposal.

How often should I contact foundation staff?

Only when you have a legitimate reason: an inquiry about a funding opportunity, a question that's not answered in their guidelines, or required grant reporting. Don't send "just checking in" emails. Respect their time and communication preferences.

What if a program officer doesn't respond to my inquiry?

Wait two weeks, send one polite follow-up, then move on. Many foundations don't respond to inquiries that aren't a good fit. If their guidelines allow direct application without pre-approval, you can still submit a proposal.

Is it okay to call a foundation directly?

Times have changed—more often than not, foundations actually want to hear from you before you submit a grant application. If they list a phone number, use it! But first: read their guidelines thoroughly, read the application form, and do your research on their funding priorities and recent grants. Of course, never call if they explicitly state "no contact before application" in their guidelines.

Closing

Building funder relationships isn't about tricks or shortcuts. It's not about becoming best friends with program officers or having some secret insider network.

It's about strategic visibility: being present where funders naturally look, making it easy for them to discover your work, and building a reputation for excellence over time.

You can't put up an elevator sign. But you can be the kind of grant professional and organization that funders notice, remember, and want to fund.

Want to strengthen your grant writing skills and professional presence? Check out our Certificate in Grant Writing Course to build the expertise that makes you stand out in the field.

Now I want to hear from you: What's been your most effective way to get on a funder's radar? Have you had success with phone calls, emails, or something else entirely? Share your experience in the comments below.

Grant Prospecting Software Innovations for 2026: What's New at the Leading Databases

Introduction

The field of grant writing is changing quickly. Nearly every week, I receive announcements about new platforms, plugins, and AI tools promising to streamline prospect research, write proposals automatically, or manage post-award reporting with little human oversight. Some of this technology is genuinely exciting. Some of it is concerning. And for many grant writers and nonprofit leaders, it can feel overwhelming to sort out which tools will help move our mission forward and are worth the investment.

This is why attending the Grant Professionals Association Conference in Baltimore this October felt especially timely. It gave me the chance to step into the noise and have real conversations face-to-face with some of the leading technology platforms in our field. I spoke with representatives from Instrumentl, Candid, and GrantStation about how they are approaching innovation, data ethics, and responsible use of artificial intelligence.

These conversations revealed something important: Technology in grant writing is not just about efficiency or automation. It is about supporting the depth of thinking, strategy, creativity, and human connection that define meaningful grant work. The question is not whether the tools exist. The question is how we choose to use them as grant professionals.

New Grant Research Tools and Features from the 2026 Conference

Instrumentl: Three AI-Powered Tools Launching Soon

Instrumentl continues to move quickly in releasing new features to support the full grant lifecycle, and they are currently the fastest among the major grant prospecting software platforms to roll out advancements. It is no surprise that development is accelerating, as the company recently received a $55 million growth investment from Summit Partners to expand AI capabilities and scale its platform. At the conference, the team shared three tools that are part of their upcoming release.

Prospecting Assistant: Solving the Taxonomy Tangle

If you read my recent article, The Taxonomy Tangle: Why Grant Database Categories Need Better Alignment, you'll immediately recognize that Instrumentl's new Prospecting Assistant was built to solve exactly the problem I outlined. Instead of forcing you to navigate inconsistent funder categories across databases, this feature allows you to describe your project in plain language. It then asks clarifying questions to understand what you are actually seeking to accomplish.

Where this tool stood out to me was in the results stage. Once recommended matches are generated, the Prospecting Assistant provides brief but meaningful explanations of why each funder aligns. This includes looking beyond stated guidelines to actual funding behavior. For example, a foundation may list that it funds statewide, but in practice only funds organizations in one city. The Prospecting Assistant flags this nuance directly in the match summary, which can save significant time and prevent pursuing opportunities that are unlikely to be successful. This aspect of the tool was particularly fascinating and exciting to see in action.

Apply Advisor: AI Writing Support That Stays in Your Voice

Apply Advisor supports writers during the proposal development process. It can take a general outcomes-focused sentence and strengthen it by suggesting metrics, benchmarks, and examples that help "not just tell but prove" the anticipated impact. Because the tool draws from documents that the organization uploads into Instrumentl, the writing remains in your voice. The company emphasized that these uploaded materials stay within a closed environment, meaning they are not shared with other organizations and the system is not training itself on your proprietary language. It can also help locate previously used phrasing across stored materials, which is particularly valuable for ensuring consistency across multiple proposals.

This tool sounds very similar to Grantable, a software program specifically designed to do this. The overlap in functionality is worth noting as the grant research tool landscape continues to evolve.

Award Assistant: The Fine Print Reader You Need

Award Assistant supports the post-award phase. It scans grant documents such as agreements, proposals, guidelines, and correspondence, and extracts key requirements into a summary document that is designed to be used in an internal grant kickoff meeting or grant launch. An internal kickoff meeting is when the organization brings together the relevant team members to review the obligations, deadlines, and expectations attached to a grant award so everyone is aligned from the start.

One aspect of Award Assistant that stood out to me is how well it reads the fine print. During the conference, an audience member shared that when their organization tested this tool, Award Assistant identified a contractual requirement they had previously overlooked. This ability to surface details that could easily be missed helps teams stay aware of what the organization is on the hook for and reduces the risk of non-compliance.

Behind-the-Scenes Preview: Real-Time Grant Spending Tracking

I also received a behind-the-scenes preview of this upcoming expansion during a one-on-one meeting with co-founder Angela Braren, where I was invited to test pilot the feature myself. Soon, users will be able to track grant spending in real time, broken down by line item. For example, you will be able to quickly see how much funding remains for office supplies or staffing allocations at any point during the grant period. I'm super excited about this development, as it has the potential to significantly improve internal grants management workflows and tracking.

Candid: Finally Uniting Foundation Directory and GuideStar Data

Remember when GuideStar and the Foundation Directory Online merged to form Candid? Many of us have been wondering what the long-term outcome of that merger would be. When I spoke with two representatives at Candid's exhibition booth, they shared that the organization is now preparing to launch its next generation platform, bringing together GuideStar's nonprofit profile data with the depth and history of Foundation Directory's funder and grantmaking records. Remember, the Foundation Directory Online literally wrote one of the earliest books on prospect research, The Foundation Directory (first published in 1956).

Imagine the possibilities of a true single destination where nonprofit data and funder data live together. The platform could show not only who funds what, but why and under what conditions. It could reveal patterns in which organizations are most likely to receive certain kinds of support, where funding tends to concentrate, and where gaps or unmet needs exist in specific communities. This kind of clarity has the potential to help organizations better understand alignment, strengthen their strategy, and make more informed decisions about where to focus their grantseeking efforts.

Candid's launch announcement notes that the upcoming platform will integrate machine learning and personalized recommendations to help users understand funding landscapes more strategically, rather than simply searching for data.

What I'm Watching: Geographic Data Visualization

One of the areas I am watching most closely is data visualization. Foundation Directory Online has long stood out for its ability to let users drill down not only by state, but also by county, city, municipality, and even legislative district. This level of geographic granularity has always been powerful for understanding where funding is actually happening. If Candid expands this capability even further in the new platform, it could offer an unprecedented level of clarity about where funding flows and where community needs may not be met. Candid has a long history of demonstrating its capacity to delve deeply into funding research, and I have high expectations for what this merging of data will uncover.

GrantStation: Simplicity and Accessibility

GrantStation launched its newly designed dashboard in May 2025, creating a visually clean and easy-to-navigate interface. The platform continues to offer comprehensive filter-based prospect research, and its taxonomy is intuitive and easy to understand. This makes it particularly helpful for organizations that may be newer to prospecting or that do not have the time or staff capacity to learn more complex database structures.

GrantStation remains a strong fit for organizations seeking a reliable, affordable grant research tool without a steep learning curve.

Grant Database Pricing Comparison

Instrumentl: Standard plan around $299/month; advanced AI plan around $499/month. I am one of the few grant professionals who can offer you a three-week free trial instead of the regular two weeks and a $50 off coupon: SPARKTHEFIRE50.

Candid: Pricing begins around $219/month or $1599/year, depending on features.

GrantStation: Typically $699/year, with occasional specials as low as $199. I have a discount code available upon request for Spark the Fire members to get an annual subscription for $139. Email me.

Frequently Asked Questions About Grant Prospecting Software

What is grant prospecting software?

Grant prospecting software (also called grant research databases or grant research tools) helps nonprofits identify potential funding opportunities by searching databases of federal grants, foundation giving, and corporate philanthropy. These platforms compile grant listings, eligibility requirements, and deadline alerts in searchable formats.

Which grant database is best for small nonprofits?

GrantStation's intuitive interface and affordable pricing when it’s on sale for $199 make it particularly accessible for smaller organizations or those new to prospect research. For federal grants specifically, Grants.gov remains a free comprehensive option.

What's new in grant databases for 2026?

The biggest shift is AI-powered features that explain why funders match your organization, not just that they exist. Instrumentl's Prospecting Assistant flags gaps between stated guidelines and actual giving patterns. Candid is merging GuideStar and Foundation Directory data with machine learning for strategic recommendations. The focus is moving from search engines to strategic intelligence.

Can AI write grant proposals?

Tools like Grantable and Instrumentl's Apply Advisor can be real time savers, helping you to think more deeply about what you are writing. The key is to use these tools as thought partners, not think of them as doing the work for you. Your voice and ideas are required for success. Grant writing still requires human strategy, relationship understanding, and authentic storytelling—AI simply helps you articulate those elements more effectively.

How do I choose between Instrumentl, Candid, and GrantStation?

My recommendation? Try all three—though only Instrumentl offers a free trial. Guess what? The Spark the Fire audience can get a free three-week trial to Instrumentl with my link instead of the usual two weeks. The fact that they offer a trial at all means they're pretty sure that once you try it, you'll be hooked. And you probably will be.

For Candid and GrantStation, consider trying them out for a month with a one-month subscription to see what you think. Each platform has different strengths, and what works best depends on your organization's specific funding focus, workflow, and budget. Test to see which interface feels most intuitive, which database coverage matches your needs, and which features you'll actually use. Many grant professionals end up using multiple platforms for different purposes.

Conclusion: The Best Grant Prospect Databases of 2026

As I reflect on these conversations, it is no surprise that the best grant prospect databases of 2026 are the same three that have been leading the field in recent years. Instrumentl, Candid, and GrantStation continue to anchor the work of grant professionals across the country. What is surprising is how quickly these tools are evolving, like all technology right now, with AI.

The work of grant writing has always been about more than searching for opportunities. It is about aligning mission, voice, community need, and funding strategy in ways that are thoughtful and clear. These new tools have the potential to reduce friction—so that our time and attention can stay on the meaningful work of telling our story, serving our communities, and building relationships that last.

Coming Soon: The Complete 2026 Grant Database Comparison

This article highlights innovations I discovered at the GPA Conference from the three leading platforms, but the grant research tool landscape continues to expand. I'm currently testing additional platforms and emerging AI-powered prospecting tools for a comprehensive comparison.

Are you a grant database provider? If your platform has new features or innovations you'd like included in my full 2026 grant prospecting software comparison, I'd like to hear from you. I'm particularly interested in:

• AI-powered prospect matching and explanation features

• Post-award grant management integration

• Collaborative tools for grant teams

• Geographic data visualization capabilities

• Unique database coverage or data sources

Contact me at allison@sparkthefiregrantwriting.com to discuss inclusion in the comprehensive review.

My full comparison will include detailed platform reviews, feature analysis, pricing breakdowns, and recommendations by organization type and funding focus. Expected publication: January 2026.

How to Write a Letter of Interest for Grant Funding: Complete 2025 Guide

Quick Answer: A grant letter of interest (LOI) is a 1-3 page document that introduces your nonprofit and requests permission to submit a full grant proposal. It should include your mission, the funding amount requested, program description, measurable objectives, budget overview, and demonstrate clear alignment with the foundation's priorities.

What Is a Letter of Interest for Grants?

A letter of interest for grants, also called a letter of inquiry, is a brief introductory document that organizations send to foundations before submitting a full grant proposal. Think of it as a compelling preview that helps funders quickly determine whether your project aligns with their funding priorities.

Key characteristics of grant letters of interest:

Length: One to three pages, typically 1.5-2 pages is ideal. Foundations and other types of funders review dozens of LOIs, so conciseness matters.

Purpose: To secure an invitation to submit a full grant proposal by demonstrating mission alignment and project viability.

Format: Professional business letter with standard components including letterhead, date, salutation, body paragraphs, and signature. This is often attached to an email, snail-mailed, or pasted into a ‘contact us’ form on the foundation’s website.

Timeline: Most foundations and other types of funders respond within 6-12 weeks, though some may take longer depending on their board meeting schedule.

Success rate: Approximately 20-40% of LOIs result in invitations to submit full proposals, though this varies significantly by foundation and program type. For example, the M.J. Murdoch Charitable Trust only invites about 10% of applicants to move forward to the grant application process.

Why Do Foundations Require Letters of Interest?

Understanding why foundations use the LOI process helps you craft more effective letters. The two-stage application process serves important purposes for both foundations and grant seekers.

For Foundations: Program officers may receive hundreds of funding requests annually. Letters of interest allow them to efficiently screen projects, focusing staff time on proposals that genuinely match their mission, geographic focus, and funding capacity. This process also helps foundations manage applicant expectations and reduce the number of declined full proposals.

For nonprofit organizations: The LOI process is designed to save you significant time and resources. Writing a full grant proposal requires hours of staff time. By submitting a brief letter first, you learn whether a foundation is interested before investing in a comprehensive application, which allows you to focus your grant writing efforts on the most promising opportunities. However, in reality, it actually creates more work in most cases, and the turnaround time between the letter of interest results and the full proposal deadline can be astonishingly short.

Industry trend: While there is no authoritative source on the percentage of foundations that require a letter of interest, it’s definitely an essential skill for development professionals and grant writers. In my 25+ years of experience in grant writing, I would estimate that at least 30% of foundations and corporations require one. Government sources also often require a letter of intent, but it is typically a very short survey to help plan for having a sufficient review team in place.

Letter of Interest vs Letter of Intent: What's the Difference?

While the terms sound similar, letters of interest and letters of intent serve different purposes in the funding world.

Letter of Interest (LOI): An exploratory document sent to gauge a foundation's interest in your project. You're asking permission to apply. The foundation has made no commitment, and you haven't been invited yet. This is typically the first contact in the grant relationship.

Letter of Intent: A more formal document indicating a serious commitment to move forward. Often used when a foundation has already expressed interest or when applying to government grants with pre-application requirements. This signals you definitely plan to submit a full proposal.

In grant seeking: Most foundations that use a two-stage process specifically request a "letter of interest" or "letter of inquiry." Always use the exact terminology the foundation uses in its guidelines.

How Long Should a Grant Letter of Interest Be?

Standard length: One to three pages, with 1.5 to 2 pages being the sweet spot for most foundations.

Why this length matters: Foundation staff often review 50-100 LOIs per funding cycle. A concise, well-organized letter respects their time while providing enough detail to make an informed decision.

When to write more: Only exceed two pages if the foundation's guidelines specifically request additional information or if you're describing a complex, multi-year program with significant budget components.

When to write less: Some foundations explicitly state "one-page maximum" in their guidelines. Always follow stated requirements precisely.

Word count guidance: Aim for 800-1,200 words. This allows you to cover all essential components without overwhelming the reader.

The density principle: Every sentence should serve a purpose. If you're struggling to fit everything in two pages, you're likely including unnecessary details. Focus on the most compelling data, the clearest program description, and the strongest alignment statements.

Essential Components: What to Include in a Grant Letter of Interest

Every effective grant LOI follows a proven structure that makes it easy for foundation staff to find key information. Here are the seven essential components in order.

1. Professional Header with Contact Information

Begin your letter with complete organizational details and recipient information formatted as a professional business letter. Remember, forgetting to include your contact information can be detrimental.

Your organization's information should include:

• Full legal organization name

• Complete mailing address

• Website address

• Contact name with email and phone number

The date: Use the full date format (January 15, 2025) rather than a numerical format.

Recipient's information should include:

• Program officer or foundation director's full name with appropriate title (Mr., Ms., Dr.). You can find this in the 990 tax return for the foundation.

• Foundation's complete legal name. Refrain from shortening it or using the ‘street name’; foundations tend to be sticklers for the correct use of their name.

• Complete street address

• City, state, and ZIP code

The salutation: Always address a specific person by name. "Dear Program Officer:" or "To Whom It May Concern:" signals insufficient research. If no contact person is listed, call the foundation office to ask who should receive LOIs. You can also use the 990 Tax Return of the foundation and direct it to the board or trustee president. The salutation is always followed by a colon, not a comma.

Example format:

Westside Link

555 Westside Highway

Anytown, ST 77777

January 15, 2025

Ms. Sarah Chen

Program Director, Community Grants

Heddington Foundation

767 Heddington Street

Heddington, MD 65656

Dear Ms. Chen:

2. Opening Paragraph: Mission, Request, and Alignment

Your opening paragraph is the most critical section of your entire letter. Foundation staff often decide whether to continue reading based solely on these first 3-4 sentences. This paragraph must accomplish three specific goals.

State your mission clearly: Begin with a concise, compelling one-sentence mission statement that immediately conveys your organization's purpose and the community you serve.

Make your specific request: Clearly state that you are requesting permission to submit a full grant proposal. Include the exact dollar amount and the specific program name. Precision matters here. Avoid writing "approximately $20,000" when you mean exactly $20,000.

Demonstrate mission alignment: Show how your program directly connects to the foundation's stated funding priorities. Use language from their website or recent grants when appropriate, but avoid simply parroting their mission statement.

Example opening paragraph: "Westside Link's mission is to foster stability and self-sufficiency for the city's children and their families through programs that feed, clothe, and educate. We are writing to respectfully request permission to submit a grant proposal for $20,000 for our Breaktime-Mealtime program, which enables students to access nutritious meals during school breaks when they would otherwise go without the free and reduced meals they receive during the school year. This program directly aligns with the Heddington Foundation's priority of strengthening lives by supporting human service organizations that provide essential resources to community residents."

What this opening accomplishes: In four sentences, the reader knows who you are, what you want, what you'll do with the funds, and why it matters to their foundation. They can make an initial assessment immediately.

3. Organizational Background and Credibility

This brief section establishes your legitimacy and track record. Foundation staff need confidence that you have the capacity to deliver on your promises.

What to include:

• Founding date and brief history: Demonstrates organizational stability and community roots

• Core programs and service areas: Shows breadth of expertise and infrastructure

• Geographic service area: Confirms you serve the foundation's target region

• Notable achievements or recognition: Builds credibility without bragging

• Key partnerships: Indicates collaborative capacity and community trust

What to exclude:

• Lengthy historical narratives

• Lists of every program you've ever offered

• Board member names (unless specifically requested)

• Detailed organizational structure

• Your 501(c)(3) determination date (include this in attachments if requested)

Empowering language approach: Remember to frame your organization as the supporting actor. Your program participants are the heroes of their own stories.

Example paragraph: "Westside Link was founded in 1911 by community members committed to strengthening neighborhood support systems and building resilience among families. By providing access to children's basic resources, students can focus on their education and build pathways to economic stability. Our program areas include nutrition access, educational support, basic needs assistance, and emergency services. We serve 15 neighborhoods across the city's west side, partnering with 12 elementary schools and reaching more than 3,000 families annually."

Length guideline: Keep this section to 3-5 sentences or one short paragraph. Your organizational background is important, but it's not the star of your letter—your program is.

4. The Community Insight Statement: Demonstrating Need

This section makes your case by clearly articulating why your program is necessary. Strong problem statements balance concrete data with humanizing context, showing both the scope of need and the real impact on people's lives.

Components of an effective problem statement:

Lead with your strongest statistic: Open with the most compelling number that demonstrates urgency or scale. This could be a trend showing rapid growth, a percentage revealing widespread impact, or a comparison highlighting disparities.

Use local, specific data: National statistics provide context, but local data proves immediate community need. Partner with school districts, health departments, city agencies, or university researchers to access community-specific information.

Show trends over time: Static numbers are less compelling than trends. Demonstrate that the problem is growing, persistent, or newly emerging. Percentage increases signal urgency better than raw numbers alone.

Break down data by location or demographic: Showing variation helps foundations understand where impact will be greatest. School-by-school, neighborhood-by-neighborhood, or demographic breakdowns make need tangible.

Include humanizing elements: Brief quotes from program participants or community members put faces to statistics without being manipulative. One or two powerful quotes are more effective than many.

Connect to broader context: Briefly mention how local need relates to regional or national trends when relevant. This shows you understand the bigger picture while staying focused on local impact.

Example from the Westside Link letter:

The problem statement effectively uses enrollment data showing a 39% increase in students qualifying for free and reduced meals over four years (from 2,958 to 4,114 students). It then provides school-specific percentages demonstrating that three elementary schools have more than 50% of students needing meal support, with Lake Hills Elementary at 69%. The inclusion of authentic parent quotes—"I'm leaving empty food cartons and packages in the refrigerator and our cupboards, so our children won't realize how bad things are"—humanizes the statistics without sensationalizing.

Common mistakes to avoid:

• Using only emotional appeals without data

• Citing only national statistics without local context

• Overwhelming readers with too many numbers

• Making claims without citations

• Using outdated data (older than 2-3 years)

• Focusing solely on what's wrong rather than what's possible

Empowering language in problem statements: Describe the situation accurately while maintaining dignity. Write about "students who would benefit from nutrition support" rather than "needy children," and "families working to increase food security" rather than "families in crisis."

5. Program Description: Your Solution

After establishing need, describe exactly what you will do to address it. Specificity builds confidence—vague descriptions suggest unclear planning.

Essential details to include:

Specific activities: What services will participants access? What exactly happens in your program? Describe the tangible activities, not just conceptual approaches.

Timeline and frequency: When do activities occur? How often? For how long? Is this a one-time event, ongoing service, or time-limited intervention?

Target population: Who will benefit? How many people? What are their characteristics? Be specific about both who is included and who is served.

Delivery method: How do services reach participants? Do they come to you, do you go to them, or is it a hybrid model?

Quality assurance: Who ensures quality and effectiveness? Mention professional credentials, training, or review processes that demonstrate competence.

Participant agency: Use language that centers participants as active agents. Rather than "we will provide meals to children," write "students will access nutritious meals through our program."

Example from Westside Link:

The program description clearly explains that students access meal boxes during three school breaks: spring break and mid-winter break (each one week) and winter break (two weeks). Each box contains breakfast, lunch, and a snack for five days, totaling ten meals plus snacks and a grocery voucher for perishable items. Boxes are available for all children in participating families. Volunteers pack boxes under the guidance of a nutritionist who reviews the contents for nutritional adequacy.

What makes this effective: A reader unfamiliar with the program could now explain how it works. The description includes specific details (what's in a box, which breaks are covered, who reviews quality) without getting bogged down in operational minutiae.

Length guideline: 1-2 paragraphs or 4-8 sentences. Provide enough detail for clarity without overwhelming the reader with procedures.

6. Goals and Measurable Objectives

Foundations invest in results, not just activities. This section demonstrates that you've thought strategically about how you'll measure success and create meaningful change.

The difference between goals and objectives:

Your goal is the overarching change you seek to accomplish—a broad statement of desired impact. Goals describe the ultimate outcome you're working toward.

Your objectives are specific, measurable activities or milestones that support achieving your goal. These are concrete, time-bound, and quantifiable.

Writing SMART objectives:

Every objective should meet five criteria:

Specific: Clearly defined activities or outcomes, not vague intentions. "Host informational sessions" is specific; "raise awareness" is not.

Measurable: Include numbers, percentages, or other quantifiable metrics. How will you know if you achieved this objective?

Achievable: Realistic given your resources, timeline, and organizational capacity. Avoid objectives that depend entirely on factors outside your control.

Relevant: Directly connected to your stated goal and program activities. Every objective should clearly contribute to your desired impact.

Time-bound: Include a timeframe for completion, whether explicit ("by June 2026") or implied by the grant period.

Example from Westside Link:

Goal: Reduce food insecurity for children and positively impact their ability to learn in school by ensuring students can access nutritious meals during school breaks.

Objectives:

• Host at least ten informational sessions about the program throughout the school district, with targeted outreach to schools where enrollment in free and reduced meal programs exceeds 50%

• Maintain or increase the number of students accessing the program to at least 1,600 participants

• Receive positive feedback indicating that at least 70% of key stakeholders (school staff, volunteers, and participating families) rate the program as 'satisfied' or 'very satisfied' via annual surveys.

Why these work: Each objective includes specific numbers (10 sessions, 1,600 students, 70% satisfaction), uses measurable language ("host," "maintain," "receive"), and connects directly to the stated goal. Success can be clearly evaluated.

How many objectives: Include 2-4 objectives. Fewer than two suggests limited planning; more than four becomes difficult to track and may seem unrealistic within typical grant periods.

Common mistakes:

• Confusing activities with outcomes (activities are what you do; outcomes are what changes)

• Using unmeasurable language ("improve understanding," "increase awareness")

• Setting objectives you can't realistically evaluate

• Making objectives too complex or dependent on external factors

7. Budget Overview and Funding Strategy

Foundations want to understand both how you'll use their grant and how your program fits into a larger funding ecosystem. This section demonstrates financial competence and sustainability.

Essential budget information:

Total program cost: State the full cost to operate this program annually. This provides context for your request.

Cost per unit: Break down expenses to per-person, per-meal, or per-service cost. This demonstrates efficiency and helps foundations compare your approach to similar programs.

Your specific request: Clarify exactly what the requested grant will fund. Will it cover specific activities, a portion of the program, or particular budget lines?

Other confirmed funding sources: List other grants, donations, or revenue supporting this program. Include foundation names and amounts when possible. This demonstrates diversified support and reduces foundation risk.

Funding gap: Explain how you'll secure the remaining needed funds if applicable. Mention upcoming fundraising events, pending grant applications, or earned revenue strategies.

Organizational budget context: Include your total organizational budget for the current year. This helps foundations assess your capacity and understand the program's scale relative to your organization.

Future sustainability: If relevant, briefly mention your sustainability strategy. Will this program eventually generate earned income, build an endowment, or secure ongoing public funding?

Example from Westside Link:

"Our Breaktime-Mealtime program budget is $90,000 annually. Since dedicated volunteers pack and distribute boxes, this budget consists primarily of food and supplies. This breaks down to $22,500 for each of the four weeks of school breaks, enabling approximately 1,600 students to access breakfast, lunch, and snacks for five days at a cost of $2.80 per child per day. As the program grows, we plan to raise additional funding to hire a part-time program coordinator to strengthen outreach efforts, volunteer coordination, and program evaluation.

Other funding sources supporting this program include grants from the Norcliffe Foundation ($20,000), Trevor Foundation ($10,000), and Rotary Club ($3,000). We will raise the remaining funds through our annual Gala, individual donations, and additional grant applications. Our total organizational budget is $1,017,938, demonstrating our capacity to manage this program as part of our broader mission to support children and families building economic stability."

Why this works: The reader understands the full program cost, sees the cost efficiency ($2.80 per child per day), knows how the requested $20,000 fits into the funding picture, and has confidence that the organization can manage these funds appropriately within their larger budget.

What to avoid:

• Providing excessive budget detail (save this for the full proposal)

• Listing only your organization's need without showing other support

• Hiding or obscuring your total program cost

• Making the request seem like your only funding source

• Failing to explain how funds will be used

8. Closing Paragraph: Gratitude and Call to Action

Your closing should gracefully conclude the letter while reinforcing key themes and inviting next steps.

What to include:

Expression of gratitude: Thank the reader sincerely for considering your request. Acknowledge that foundations review many worthy proposals.

Reiteration of alignment: Briefly reconnect your program to the foundation's mission, reinforcing the partnership opportunity.

Invitation for next steps: Express hope for an invitation to submit a full proposal without being presumptive.

Clear contact information: Provide your direct phone number and email address, making it easy for staff to reach you with questions.

Professional tone: Maintain confidence in your program while remaining respectful and humble about the foundation's decision-making process.

Example closing: "Thank you for considering this request. We hope that our shared commitment to ensuring students have the resources they need to thrive will lead to a partnership between Westside Link and the Hicks Foundation. We would welcome the opportunity to submit a full grant proposal providing additional details about program impact, evaluation methods, and organizational capacity. Please contact me with any questions at (555) 555-5555 or laura@westsidelink.org."

What to avoid:

• Presumptive language ("We look forward to receiving your grant" or "When you fund this program")

• Overly humble language ("We know you probably have better options" or "This is probably not your priority")

• Pressure tactics ("We need an answer quickly" or "Children will suffer without this")

• Forgetting contact information

• Introducing new information that should have been in earlier sections

How to Format a Grant Letter of Interest

Professional formatting enhances readability and demonstrates attention to detail. Follow these formatting guidelines for maximum impact.

Page length: Aim for 1.5 to 2 pages. Rarely exceed 2.5 pages unless guidelines specify otherwise.

Font selection: Use professional, easy-to-read fonts in 11 or 12-point size. Recommended options include Times New Roman, Arial, Calibri, or Georgia. Avoid decorative, script, or unusual fonts.

Line spacing: Single-space the body of your letter with double spaces between paragraphs. This creates clean visual breaks without wasting space.

Margins: Use standard one-inch margins on all sides. Don't shrink margins to fit more content—this makes text harder to read.

Paragraph structure: Keep paragraphs focused and digestible. Aim for 4-8 sentences per paragraph. Break up long paragraphs into smaller sections.

Organization name and logo: If your letterhead includes your logo, place it at the top. Ensure it's of professional quality and appropriately sized.

Headers and emphasis: Use bold sparingly for subheadings if needed, but avoid excessive formatting. Don't underline, use all caps, or over-bold text.

Page numbers: If your letter extends to a second page, include page numbers and your organization's name in the header or footer.

Signature block: Leave space for a handwritten signature if sending hard copies. Include typed name, title, organization name, phone number, and email below the signature line.

File naming: If submitting electronically, use a clear file name like "WestsideLink_LOI_HicksFoundation_Jan2025.pdf"

Writing Style and Tone for Grant Letters

How you write is as important as what you write. These style principles will strengthen your letter's impact.

Active voice and participant agency: Use active voice, strong verbs, and make program participants the heroes of their own story. "More than 1,600 students will access meals from Westside Link" centers the students' agency rather than positioning them as passive recipients.

Concrete, specific language: Replace vague terms with precise details. Instead of "many children," write "1,600 students." Instead of "some schools," name them specifically or provide exact numbers. Specificity builds credibility.

Empowering, asset-based language: Focus on strengths, goals, and capabilities rather than deficits. Write about "building economic stability" rather than "combating poverty," "families working to increase resources" rather than "needy families," and "students accessing nutrition support" rather than "hungry children." This approach maintains dignity while clearly communicating need.

Professional but warm tone: Strike a balance between formal professionalism and genuine passion for your mission. Your letter should sound like a competent professional who deeply cares about this work, not a bureaucrat filling out forms.

Data-driven with human context: The strongest letters integrate compelling statistics with humanizing stories. Data proves scope; stories make it personal and memorable.

Clear, jargon-free writing: Avoid nonprofit jargon, acronyms without explanation, and overly technical language. Write clearly enough that someone outside your field can understand your program.

Confident without arrogance: Express confidence in your organization's capacity and your program's potential without suggesting you're the only solution or making guarantees about outcomes beyond your control.

Common Mistakes to Avoid When Writing Grant LOIs

Learning from common pitfalls helps you craft stronger letters. Avoid these frequent mistakes.

Writing too much: Foundation staff review dozens of LOIs. A letter exceeding three pages signals you can't synthesize information effectively or respect their time.

Failing to research the foundation: Generic letters that could be sent to any foundation demonstrate laziness. Customize each letter to show you understand their priorities, recent grants, and specific focus areas.

Burying the request: Don't make readers hunt for what you want. State your specific dollar amount and program name clearly in the opening paragraph.

Weak or missing mission alignment: Never assume alignment is obvious. Explicitly connect your program to the foundation's stated priorities using concrete language.

Using only emotion or only data: Balance is key. Data without stories feels cold; stories without data lack credibility.

Unmeasurable objectives: Avoid vague objectives like "increase awareness" or "improve outcomes." Use specific, quantifiable language: "Distribute 400 resource guides to participating families" or "Achieve 80% improvement in post-program knowledge assessments."

No proofreading: Typos, grammatical errors, and formatting inconsistencies suggest carelessness with your organization's work. Have at least two people review your letter before submission.

Missing deadlines: Submit early when possible. Last-minute submissions are more likely to contain errors and may miss technical cutoffs.

Ignoring guidelines: If a foundation specifies requirements for format, length, attachments, or submission method, follow them exactly. Failure to follow instructions often results in automatic disqualification.

Sending to the wrong foundation: Some organizations waste time applying to foundations whose guidelines explicitly exclude their type of organization, geography, or program area. Read the eligibility criteria carefully before investing time.

Step-by-Step Process: How to Write Your Grant Letter of Interest

Follow this systematic approach to create a compelling letter of interest efficiently.

Step 1: Research the foundation thoroughly (1 hour)

Before writing a single word, invest time in understanding your potential foundation. Review their website, read their mission and values statements, study recent grants (available on their 990 tax form or website), identify program officers and their areas of focus, note application guidelines and deadlines, and understand geographic or program restrictions.

Step 2: Gather your strongest evidence (1 hour)

Collect the data, stories, and information you'll need. Compile recent program statistics and outcomes, gather compelling participant quotes or testimonials, locate relevant community need data, review your program budget and expenses, list other funding sources and amounts, and prepare your organizational budget figure.

Step 3: Create an outline (30 minutes)

Map out your letter's structure before writing. Identify your most compelling opening hook, select your strongest 2-3 pieces of need data, choose which program details are most important, write your 2-4 SMART objectives, and determine your budget message and funding strategy.

Step 4: Write the first draft (1 hour)

Write freely without editing. Focus on getting all essential information down. Start with whichever section feels easiest—you don't have to write in order. Many writers find the opening paragraph easiest to write after completing the body sections.

Step 5: Revise for content and clarity (45 minutes)

Review your draft critically. Ensure every component is present, verify all data is accurate and sourced, check that objectives are SMART and measurable, confirm mission alignment is explicit, and strengthen weak or vague language.

Step 6: Edit for conciseness (45 minutes)

Cut ruthlessly. Remove redundant information, eliminate unnecessary adjectives and adverbs, replace passive voice with active voice, delete entire sentences that don't serve a clear purpose, and condense wherever possible without losing meaning.

Step 7: Format and proofread (45 minutes)

Polish your letter professionally. Apply consistent formatting throughout, check spelling and grammar carefully, verify all names, titles, and organizations are correct, ensure contact information is accurate, and read the letter aloud to catch awkward phrasing.

Step 8: Get feedback (varies)

Have at least two people review your letter: someone familiar with your program and someone unfamiliar with it. The insider checks for accuracy; the outsider checks for clarity.

Step 9: Submit according to guidelines (30 minutes)

Follow submission instructions precisely. Submit via the requested method (online portal, email, or mail), include all requested attachments, meet the deadline with time to spare, and keep a copy for your records.

Total time investment: Approximately 4-5 hours for a strong letter of interest, significantly less than the 20-40 hours required for a full proposal.

What Happens After You Submit Your Letter of Interest?

Understanding the review process helps manage expectations and plan next steps.

Initial screening (1-2 weeks): Foundation staff review all LOIs received during the submission period. They eliminate projects that don't align with funding priorities, fall outside geographic restrictions, or exceed available grant ranges.

Detailed review (1-2 weeks): Promising LOIs receive more thorough evaluation. Staff may research your organization, review your website and recent Form 990, check references or past foundation relationships, and prepare recommendations for decision-makers.

Board or committee review (1-2 weeks): Selected LOIs are presented to the foundation's board of directors or grants committee during their next scheduled meeting. Meeting frequency varies—some boards meet monthly, others quarterly.

Decision notification (3-6 weeks total): You'll receive one of three responses:

Invitation to submit a full proposal: Congratulations! You've passed the first hurdle. You'll receive specific instructions, required components, and a submission deadline (typically 4-8 weeks). This doesn't guarantee funding, but it means you're seriously under consideration.

Decline with feedback: Some foundations provide brief explanations for why your project wasn't selected. This feedback is valuable—use it to strengthen future applications.

Decline without feedback: Many foundations receive far more qualified requests than they can fund. A generic decline letter doesn't reflect poorly on your organization or program—it simply means resources were limited or priorities shifted.

Important perspective: Even excellent programs receive more declines than approvals. Grant seeking requires persistence. A declined LOI might mean:

• The foundation received proposals from organizations they've funded previously

• Your geographic area or program type wasn't the priority this cycle

• The foundation's board shifted focus to emerging issues

• Other proposals addressed more urgent needs

• Your program timing didn't align with their funding calendar

Don't interpret declines as judgments on your organization's worth or program quality.

Following Up on Your Letter of Interest

Professional follow-up demonstrates respect for the foundation's process while keeping communication lines open.

If invited to submit a full proposal:

Respond immediately with a brief email thanking them for the invitation and confirming you'll submit by the deadline. Note the deadline prominently in your calendar. Consider calling the program officer to ask clarifying questions about their priorities, specific emphasis areas, or required components. Begin working on your full proposal promptly—the timeline will be tight.

If declined:

Send a brief, gracious thank-you note within a week. Express appreciation for their consideration and hope to connect in the future when priorities align. Ask if you may submit an LOI for a different program or in the next funding cycle. Request feedback if they're willing to provide it (but don't pressure if they decline). Update your foundation research database with any information you learned through this process.

If you hear nothing:

Most foundations specify their review timeline in guidelines or confirmation emails. If that period has passed with no response, send a polite inquiry. Keep it brief: "I'm following up on our letter of interest submitted on [date] requesting support for [program name]. Could you provide an update on the review timeline or next steps? Thank you for your consideration."

When not to follow up:

If guidelines explicitly state "do not call or email," respect this boundary. If you received a clear decline letter, additional follow-up (beyond a thank-you note and feedback request) is inappropriate.

Letter of Interest Checklist: Are You Ready to Submit?

Use this checklist to verify your letter includes all essential components and follows best practices. Use the foundation’s specific guidelines. However, if no guidance is provided, use the following format and structure.

Format and Structure:

• Letter is 1-3 pages (ideally 1.5-2 pages)

• Professional business letter format with complete contact information

• Letter addressed to a specific person by name and title

• Professional 11-12 point font (Times New Roman, Arial, Calibri, or Georgia)

• Single-spaced with double spaces between paragraphs

• Standard one-inch margins

• Page numbers included if more than one page

• File named clearly for electronic submission

Content Components:

• Opening paragraph states mission, specific dollar amount requested, program name, and mission alignment

• Organizational background establishes credibility in 3-5 sentences

• Problem statement includes compelling local data and shows trends

• Problem statement includes humanizing context (quotes or brief examples)

• Program description explains specific activities, timeline, and target population

• Program description uses empowering language centering participant agency

• Goal statement articulates desired impact

• 2-4 SMART objectives that are specific, measurable, achievable, relevant, and time-bound

• Budget overview includes total program cost and cost per unit

• Other funding sources listed with amounts

• Total organizational budget provided for context

• Closing expresses gratitude and invites next steps

• Direct contact information provided (phone and email)

Quality and Style:

• Foundation's priorities and language reflected throughout

• Every claim backed by data or evidence

• Active voice used throughout

• Empowering, asset-based language

• No jargon, acronyms explained, clear language

• No typos or grammatical errors

• At least two people reviewed the letter

• All names, titles, and organizations verified correct

• All numbers and statistics verified accurate

• Submission follows stated guidelines exactly

Research and Alignment:

• Foundation's name, address, and contact person verified correct

• Confirmed your organization meets eligibility requirements

• Confirmed geographic service area matches foundation's focus

• Confirmed program type aligns with foundation's priorities

• Referenced specific foundation priorities or recent grants when appropriate

• Request amount falls within foundation's typical grant range

Frequently Asked Questions About Grant Letters of Interest

How long does it take to write a letter of interest?

Expect to invest 4-5 hours for a strong letter of interest, including research, writing, revision, and review. This breaks down roughly into 1 hour for foundation research, 30 minutes drafting an outline, 1 hour gathering data and evidence, 45 minutes writing the first draft, 45 minutes revising and editing, and 45 minutes formatting, proofreading, and getting feedback. While this seems significant, it's far less than the 20-40 hours typically required for a full grant proposal.

Can I send the same letter to multiple foundations?

No. Each letter must be customized to the specific foundation's priorities, language, and requirements. While you can use the same core program description and data, you must customize the opening paragraph to demonstrate specific alignment, adjust emphasis based on each foundation's priorities, use language that reflects their mission and values, and ensure all guidelines and requirements are followed precisely. Generic letters are immediately obvious to foundation staff and significantly reduce your chances of success.

What if the foundation doesn't list a specific program officer?

Call the foundation office and ask who should receive letters of interest for your program area. Most staff will gladly provide this information, or you can find it on the 990 Tax Return for the foundation, addressing it to the program officer, president, or secretary. If no one is available or the foundation prefers no direct contact, address your letter to "Board of Trustees." Avoid "To Whom It May Concern."

Should I include attachments with my letter of interest?

Only include attachments if specifically requested in the foundation's guidelines. Most foundations want only the letter at the LOI stage, reserving detailed documents for full proposals. Commonly requested attachments at the LOI stage might include a one-page organizational budget summary or IRS 501(c)(3) determination letter. Never send unrequested attachments—this suggests you can't follow instructions.

How much detail should I include in the budget section?

Provide a high-level overview, not a line-item budget. Include your total program budget, cost per participant or unit of service, your specific funding request and what it will cover, other confirmed funding sources with amounts, and your total organizational budget for context. Save detailed line-item budgets, budget narratives, and financial statements for the full proposal.

What's the success rate for letters of interest?

Success rates vary widely by foundation, program type, and competition level, but generally, 20-40% of LOIs result in invitations to submit full proposals. The important thing to remember is that this is an opportunity to begin building a relationship with the grantmaker, whatever the immediate outcome. Think of this process as a step to open communication channels and get to know the foundation. Often, a longer courting phase results in a larger grant down the road.

Should I follow up if I don't hear back?

Yes, but only after the stated review period has passed. If the foundation indicates they'll respond within 8 weeks, wait at least 9 weeks before following up. Send a brief, professional email asking for a status update. If you receive no response to your follow-up after 2 weeks, you can assume it's a decline and move on.

What if my program doesn't perfectly align with their priorities?

Resist the temptation to apply. Foundation staff can easily identify applications that don't genuinely align with their mission. Instead, invest your time pursuing foundations where alignment is strong and clear. Forcing a connection where none exists wastes everyone's time and may harm your organization's reputation with that foundation. Even more concerning, this practice of submitting misaligned applications is causing more foundations to move to invitation-only processes or stop accepting unsolicited proposals entirely, making funding increasingly difficult to access for all nonprofits.

Can I call a program officer to discuss my idea before submitting?

This depends on the foundation's culture and stated preferences. Some foundations welcome preliminary conversations; others prefer to review written LOIs first. Check the foundation's website or call their general office number to ask about their preference. If they welcome pre-submission calls, prepare thoughtful questions rather than a pitch. Be ready with a brief introduction to your organization (30 seconds to 1 minute), then focus on listening and learning. Ask about their current priorities, upcoming deadlines, or whether your program area aligns with their focus. The goal is to gather information and build a relationship, not to sell your project.

How should I handle if my request amount changes after I submit the LOI?

Avoid changing your request amount if at all possible. Changing the amount after submission signals poor planning and can damage your credibility with the foundation. If you absolutely must adjust the amount due to significant unforeseen circumstances, contact the program officer immediately to discuss the situation before submitting your full proposal. Be prepared to explain clearly why the change is necessary and what has changed since your LOI. Even small adjustments should be discussed with foundation staff rather than simply appearing in your full proposal without explanation. The best approach is to ensure your budget is thoroughly researched and realistic before submitting your initial LOI.

What if I made a mistake in my submitted LOI?

If you notice a minor error (typo, small formatting issue) after submission, don't resubmit or call attention to it. Foundation staff expect occasional small errors and won't reject an otherwise strong proposal for minor mistakes. If you discover a major error (wrong funding amount, incorrect data, missing entire section), contact the foundation immediately, explain the situation professionally, and ask if you may submit a corrected version.

Do I need board approval before submitting a letter of interest?

You need the approval of the executive director, or the board president if it's an all-volunteer organization. Only the official authorized representative of the organization should sign and submit LOIs and grant proposals. The person who signs is legally attesting that all information is true and accurate. Submitting false or misleading information could lead to fraud allegations, loss of tax-exempt status, or disqualification from future funding. Verify all data before submission.

Advanced Tips for Competitive Letters of Interest

Once you've mastered the basics, these advanced strategies can strengthen your letters further.

Lead with your most compelling evidence: Don't bury your strongest data in the middle of paragraphs. Front-load the most impressive statistics, trends, or outcomes in the first sentence of relevant sections.

Use strategic comparison: When appropriate, position your program's efficiency, reach, or outcomes against national benchmarks or similar programs. "At $2.80 per child per day, our program delivers nutrition support at 40% below the national average cost while maintaining high satisfaction ratings."

Demonstrate collaborative capacity: Foundations increasingly value partnerships. Mention formal collaborations with schools, government agencies, or other nonprofits that strengthen your program's reach or effectiveness.

Address obvious questions proactively: If a skeptical reader might question your approach, address it directly. "While some programs provide meal vouchers, our meal box approach ensures nutritional quality while honoring family dignity and choice through included grocery vouchers for perishable items."

Show responsiveness to feedback: If you've previously submitted to this foundation, mention how you've incorporated any feedback or strengthened the program based on their suggestions.

Connect to current priorities: If the foundation recently expressed interest in specific issues (equity, climate, technology integration), thoughtfully connect your program to these themes when genuinely relevant—but never force artificial connections.

Quantify program growth strategically: Showing demand growth (23% increase in participants) signals both community need and organizational capacity to scale effectively.

Include unexpected stakeholder voices: Beyond typical participant quotes, consider brief statements from teachers, volunteers, partner organizations, or community leaders that validate your program's impact.

Download: Free Letter of Interest Template and Checklist

To help you get started, we've created free downloadable resources:

Letter of Interest Template: A fill-in-the-blank template following the structure outlined in this guide, with prompts for each essential component.

LOI Submission Checklist: A printable checklist to ensure you've included all necessary elements before submitting.

Sample Letter of Interest: Download the complete Westside Link sample letter referenced throughout this article to see these principles in action.

These resources provide practical frameworks you can customize for your organization's unique programs and funding needs.

Sample Letter Analysis: Learning from Westside Link

Let's analyze the strengths and improvement opportunities in the sample letter to deepen your understanding.

Strengths of the Westside Link letter:

Strong opening: The first paragraph immediately establishes mission, specific request ($20,000), program name (Breaktime-Mealtime), and clear alignment with foundation priorities. No reader confusion about what's being requested.

Compelling local data: Specific enrollment statistics (39% increase from 2,958 to 4,114 students) with school-by-school breakdown creates urgency. Lake Hills Elementary at 69% and two other schools above 50% demonstrates concentrated need.

Humanizing context: Parent quotes add emotional weight without manipulation. "I'm leaving empty food cartons and packages in the refrigerator...so our children won't realize how bad things are" makes the data personal and memorable.

Specific program description: Clear explanation of what's included (10 meals plus snacks and grocery vouchers), when services occur (three breaks totaling four weeks), and quality assurance (nutritionist review).

SMART objectives: Each of three objectives includes measurable targets (10 sessions, 1,600 students, 70% satisfaction) making evaluation straightforward.

Transparent budget: Clear breakdown showing $90,000 total cost, $2.80 per child per day, and multiple funding sources ($20,000 + $10,000 + $3,000) demonstrates diversified support.

Appropriate length: At approximately 2 pages, comprehensive without being overwhelming.

Areas where the letter could be strengthened:

Language could be more empowering: While the client quotes appropriately remain authentic, organizational language could shift from "helping those less fortunate" to "strengthening community support systems" and from "break the cycle of poverty" to "build pathways to economic stability."

Evaluation details: Beyond satisfaction surveys, the letter could mention tracking participation rates over time, gathering feedback from school administrators about impact on student readiness, or following up on academic attendance data for participating students.

Volunteer sustainability: Since the program relies entirely on volunteers, the letter could briefly mention volunteer recruitment strategies, retention rates, or training approaches that ensure program consistency.

Outcomes beyond satisfaction: While satisfaction is valuable, the letter could reference student-level outcomes if available—improved attendance rates, teacher reports of increased focus, or family feedback about reduced stress.

Connection to foundation's past grants: If the Hicks Foundation previously funded similar nutrition programs or child-focused initiatives, the letter could reference this history to strengthen alignment.

Theory of change: Could briefly articulate the connection between nutrition access during breaks and improved academic outcomes, perhaps citing research on the impact of food insecurity on learning.

Resources for Grant Writers

Foundation Research Tools:

• Instrumentl

• Foundation Directory Online - Searchable grant information

• GuideStar - Nonprofit and foundation profiles with 990 forms

• State and regional associations of foundations

• Local community foundation databases

• State attorney general charity registries

Professional Development:

• Grant Professionals Association (GPA) - Training and certification

• Grant Professionals Certification Institute - GPC credential

• American Grant Writers' Association - Resources and networking

• Regional nonprofit management programs

• State and local foundations associations offering workshops

Templates and Examples: Many successful nonprofits publish sample LOIs on their websites as part of transparency initiatives. Search for "[organization name] sample letter of interest" to find examples in your program area.

Final Thoughts: Your Path to Grant Success

Writing an effective letter of interest requires research, strategy, clear communication, and respect for both the foundation's time and your program participants' dignity. By following the structure outlined in this guide—crafting a compelling opening, demonstrating need with concrete data, describing your solution specifically, establishing measurable objectives, and presenting a transparent budget—you significantly increase your chances of earning that crucial invitation to submit a full proposal.

Remember these key principles:

Every letter must be customized to the specific foundation's priorities and language. Generic applications are obvious and rarely successful.

Specificity builds credibility. Vague descriptions suggest unclear planning. Use concrete numbers, specific activities, and measurable objectives throughout.

Balance data with humanity. Statistics prove scope and urgency; stories make the issue personal and memorable. The strongest letters integrate both.

Use empowering language that centers program participants as active agents, building toward goals rather than passive recipients of charity.

Quality matters more than quantity. A concise, well-crafted two-page letter outperforms a rambling three-page letter every time.

Your next steps:

Identify 5-10 foundations whose missions align closely with your program priorities. Research each foundation's guidelines, recent grants, and application requirements thoroughly. Gather your strongest program data, participant feedback, and outcome evidence. Draft your letter following the seven essential components outlined in this guide. Revise ruthlessly for clarity, conciseness, and impact. Have at least two people review before submission. Submit before the deadline with all required materials. Track your submissions and responses to improve your strategy over time.

Grant seeking is a marathon, not a sprint. Even the best-written letters face rejection due to limited resources, timing issues, or changing priorities. Success comes through persistence, continuous learning, and strategic relationship-building with foundations whose values align with yours.

With careful preparation, attention to these guidelines, and commitment to telling your program's story with both data and heart, your letters of interest will open doors to funding partnerships that support your mission and strengthen your community for years to come. 

Join the Conversation! 
We'd love to hear from you! Share your thoughts in the comments: 

• What's the most challenging part of writing LOIs for you? 

• Have you discovered any tips or shortcuts that work well? 

• What questions do you still have about the LOI process? 

Your insights help build a stronger community of grant professionals. Comment below!

The Future of Trust-Based Philanthropy: Building Trust That Includes Every Nonprofit

Trust-based philanthropy has reshaped the conversation about how nonprofits, foundations, and grantmakers work together to create more equitable funding systems. It challenges old habits of control and paperwork, asking funders to loosen their grip and invest in long-term, flexible partnerships.

 That is a welcome shift. The grant world has needed more humanity for a long time.

However, working with thousands of nonprofits and grant writers, I have seen something else, too. The traditional grant application system was broken, but removing it entirely creates new risks. When funding becomes invitation-only, many incredible organizations simply never get seen.

 The goal is not to end applications. It is to build trust that includes…trust that discovers.

A Brief History of Trust-Based Philanthropy

The modern trust-based philanthropy movement began in the late 2010s with the launch of the Trust-Based Philanthropy Project, which encouraged foundations to embrace multi-year, unrestricted funding and stronger grantmaker-grantee relationships.

They were responding to a very real problem: nonprofits were drowning in bureaucracy. Many spent more time writing grant proposals and reports than fulfilling their mission.

The movement offered six core principles: multi-year unrestricted funding, streamlined paperwork, transparent communication, and mutual learning among them. It quickly spread across the United States and beyond, influencing major private and community foundations to seek out nonprofits that are making significant community impacts.

At its best, trust-based philanthropy channels multi-year, unrestricted resources to high-impact nonprofits, creating stability and flexibility that strengthen their long-term effectiveness. It affirms that nonprofits closest to the work are best positioned to make decisions. It recognizes that trust is a form of respect.

But as the model gained popularity, a quiet tension emerged. The nonprofits that get to participate in trust-based philanthropy are a narrow selection of all the nonprofits in the community making an impact. What happens to organizations that funders don’t even know about?

Where Grant Proposals Began

Long before philanthropy became an industry, scholars were writing proposals to fund their research. In eighteenth- and nineteenth-century European universities, researchers wrote funding petitions describing their ideas, methods, and anticipated discoveries. These proposals were reviewed by peers who were scientists themselves. They could evaluate whether the research was viable or not. Peer review was not bureaucracy. It was accountability. It ensured that promising ideas received support based on merit and feasibility, not on connections or reputation.

It allowed researchers to engage one another as peers, creating a system built on learning, credibility, and shared growth. Over time, philanthropy professionalized. Proposals became forms, then portals, and eventually entire compliance systems. The bridge turned into a gate guarded by jargon and unspoken expectations.

So when trust-based philanthropy emerged, it was a breath of fresh air. But like every reform, it is only a beginning.

The Paradox of Trust-Based Philanthropy

Trust-based philanthropy rightly asks funders to simplify, listen, and support grantees holistically. Yet in practice, it often replaces one imbalance with another.

When the only way to receive funding is through a personal connection or invitation, we have traded one gate for another that is softer but still closed. The funder still decides who gets in, only now without an open line for others to introduce themselves.

For smaller nonprofits, grassroots organizations, and new grant writers, that means fewer entry points into philanthropic funding opportunities. They are simply unknown.

The original purpose of the grant proposal — to bring new ideas into view — quietly disappears.

The Solution: Peer Review for Modern Philanthropy

I dislike it when people bring up problems, but don’t have solutions. I have a solution. If the problem is that trust-based philanthropy can become exclusive, the solution is peer review in philanthropy — a practice that brings expertise, diversity, and accountability into the grantmaking process.

In science, peer review works because peers understand the work. They can assess methods, potential, and integrity in ways outsiders cannot. It is not only about fairness; it is about competence.

Why should philanthropy be any different?

Too often, funding decisions are made by people far removed from the problems they aim to solve. Philanthropy needs more insight at the table, not just oversight.

Peer review offers that. Peer review in the grant review process allows funders to rely on practitioners who understand real-world challenges, making grant funding decisions more credible and community-informed. It introduces expertise, context, and diversity into decision-making. It brings credibility from the ground up rather than judgment from the top down.

The Benefits of Peer Review in the Grantmaking Process

·      Greater transparency for nonprofits

·      Fairer evaluation of proposals

·      Improved equity in funding decisions

Let’s Imagine What Peer Review Could Look Like in Philanthropy

1. Practitioner Panels
   Funders could invite nonprofit leaders working in similar issue areas to review applications, using their practical understanding to assess viability. A literacy nonprofit could review reading programs. An environmental justice leader could assess climate initiatives.

2. Rotating Community Reviewers
   Some community foundations already do this by inviting residents to score proposals or recommend awards. However, this could go further. Instead of one-time participation, reviewers could be trained, compensated, and rotated regularly to create continuity and equity.

3. Tiered Review
   Short concept notes could first be reviewed by peers, who identify the most promising ideas. Funders could then deepen relationships and provide resources, turning peer insight into partnership.

4. Reciprocal Feedback
   Peer review should not only decide winners. It should strengthen organizations. Constructive feedback, even for those not selected, helps nonprofits grow, refine ideas, and try again. Lately, I’ve been seeing decline letters from foundations that preemptively state they do not provide feedback on grant proposals.
   
   What?!
   
   When I have reviewed grants for foundations like 4Culture and School Out Washington, we are asked to leave comments for the applicants as we go. That way, if they request feedback, it’s available. It's really not that hard to do. And guess what? I also received anti-bias training as a part of my reviewer orientation.

5. Cross-Sector Collaboration
   Cross-sector peer review models can help both philanthropic foundations and community-based organizations make smarter funding decisions rooted in local expertise.

How This Differs from Participatory Grantmaking

Participatory grantmaking, where community members or beneficiaries help allocate funds, is an important cousin of trust-based philanthropy. Peer review is slightly different.

Where participatory models emphasize inclusion, peer review emphasizes expertise.
It asks, “Who truly understands this work, and how can we use their insight to fund wisely?”

That is what makes peer review powerful. It combines inclusion with discernment.

Building Trust That Includes

Trust-based philanthropy helped the grantmaking and nonprofit field rediscover compassion. Peer review can help philanthropy rediscover wisdom, creating inclusive funding systems that welcome every organization doing meaningful work.

When peers help shape funding decisions, the result is not only fairer but also smarter.
It balances empathy with expertise and humanity with accountability.

Real trust is not about stepping back. It is about inviting others in.

Trust-based philanthropy has made giving more compassionate. Now it is time to make it more inclusive.

Let’s build a future where trust-based does not mean invitation-only, but instead means peer-informed.

Let’s make it easier for good ideas to be found, even when the people behind them do not have the right connections.

In the end, trust is not just about believing in people we already know. It is about being willing to meet the ones we do not — and giving them a way to be seen.

That is the kind of trust that changes everything.

Unsolicited Proposals: What Foundation Grant Statistics Really Mean

Quick Takeaway

Candid reports that only 23% of foundations accept unsolicited proposals, but this statistic is based on checkboxes foundations mark on tax forms—often for administrative convenience rather than actual practice. Additionally, when foundations report low acceptance rates (like 10%), that includes the 80-90% of applications that are immediately rejected for being poorly written or misaligned. For well-prepared, mission-aligned nonprofits, your actual odds are much higher than the statistics suggest. Focus on relationships, not percentages.

Imagine This: The Dating Profile Analogy

You're scrolling through dating profiles and see someone who's marked themselves as "single" and "open to meeting people." Does that mean you should show up at their house unannounced with flowers?

Of course not. "Open to meeting people" might mean:

• "Message me first so we can chat before meeting" (letter of interest required)

• "I only go on dates during summer when work calms down" (specific application windows)

• "I prefer meeting through mutual friends" (invitation-only grantmaking)

That's exactly what it's like when Candid reports that only 23% of foundations "accept unsolicited proposals."

What Candid's Data Says—and What It Doesn't

The Statistic: Candid's recent report notes that roughly 23% of foundations accept unsolicited proposals.

What People Think It Means: Only one in four funders are open to new applicants.

What It Actually Means: Only 23% of foundations have documented their detailed grantmaking procedures on a public tax form. The other 77% may still consider applications—they just didn't want to provide all the details on their IRS Form 990-PF.

As Candid itself points out, the data is easily misunderstood. The statistic doesn't mean that 77% of funders are off limits—it means that many prefer a relationship first, invite proposals through specific channels, or simply didn't complete the detailed disclosure section of their tax form.

What "Unsolicited" Actually Means on the IRS Form—and Why the Data May Be Unreliable

Here's where it gets complicated: foundations check a box on their IRS Form 990-PF that asks, "Do you accept unsolicited requests for funds?"

But this is a compliance question on a tax form, and the answer may have more to do with paperwork than actual practice.

The Tax Form Shortcut

The IRS requires Form 990-PF to ensure transparency and accountability of private foundations. This transparency helps donors, beneficiaries, and other stakeholders assess how the foundation operates and manages its resources. In Part XV of the form, foundations must disclose their grantmaking procedures to help potential grant applicants understand how to approach them.

Here's the catch: If a foundation checks the box saying they "only make contributions to preselected charitable organizations and do not accept unsolicited requests for funds," they're done. They can skip the rest of the section.

But if they leave that box unchecked, they must provide detailed information:

• The name, address, and contact information of the person handling applications

• The required form and materials applicants should submit

• Submission procedures and deadlines

• All restrictions and limitations on awards (geographic areas, funding priorities, organization types, etc.)

Why Foundations Might Check the "No Unsolicited Requests" Box

That's a lot of work on an already lengthy tax form. Foundations might check that box not because they refuse to consider new organizations, but because:

• They have informal or evolving processes that are hard to document

• They're a small operation without dedicated grant management staff

• They change priorities year to year and don't want to commit to specific procedures publicly

• They want flexibility to fund opportunistically

• It's simply easier than completing several detailed fields

...checking that box and skipping the detailed disclosures is the path of least resistance.

The result? Many foundations may check "no unsolicited requests" not because they refuse to consider new organizations, but because explaining their actual process is more administrative burden than they want to take on. Some might:

• Accept applications but only during certain windows (which change)

• Prefer a letter of inquiry first (but not always)

• Want to maintain flexibility in how they find grantees

• Simply not want to commit their informal process to a public IRS document

This means the 23% statistic may be less about actual accessibility and more about which foundations are willing to document detailed procedures on a tax form.

It's like checking "prefer not to say" on a survey—not because you're hiding something, but because explaining is more work than skipping.

Why Award Percentages Are Equally Misleading

Some grant writing experts advise nonprofits to call foundations and ask, "What percentage of applications do you award?" The theory is that you shouldn't apply unless the acceptance rate meets a certain threshold.

This advice sounds logical, but it's fundamentally flawed—and here's why.

Most Applications Are Immediately Rejected for Basic Reasons

The acceptance percentage includes terrible applications. Research on grant proposals reveals a sobering truth: at the W.K. Kellogg Foundation, 80% of grant applications are immediately rejected because applicants didn't do their homework about the foundation's specific priorities. One foundation manager reported that 90% of the proposals they receive are badly organized and don't communicate well.

Think about what this means. If a foundation reports a 10% acceptance rate, that statistic includes:

• Applications that don't match the funder's priorities at all

• Proposals with poor writing and mechanical errors

• Submissions that don't follow basic guidelines

• Requests from organizations that aren't even eligible

Popular foundations get flooded with applications—most of them poor. Well-known foundations like Gates, Ford, or Kellogg receive thousands of applications. A significant portion come from organizations that haven't done basic research, don't fit the funding priorities, or submit substandard proposals. These low-quality applications drag down the overall acceptance rate, making the foundation appear more selective than it actually is for qualified applicants.

The Question You Should Actually Ask

The question you really want answered is different. What you actually need to know is: "What percentage of well-written, mission-aligned applications from strong organizations get funded?" That's a very different number—and one that foundations can't easily provide.

As Candid itself notes in its analysis: "How many grant proposals submitted by well-run, well-governed nonprofits that perform a valuable service with effective programs actually get funded? Our guess: most of them."

Why Relationships Matter More Than Statistics

The overall acceptance rate statistics are misleading because they don't account for relationship quality or application strength. Here's what the numbers actually mean for your organization:

Three Reasons Why Relationships Matter More Than Statistics:

1.     Overall statistic: Foundation funds only 5% of all applications Your reality: With an established relationship and board connection, your odds improve to approximately 50%—ten times better than the posted rate.

2.     Overall statistic: Foundation reports 25% acceptance rate Your reality: This number includes everyone. Cold applications from unknown organizations have nearly 0% success, while known partners have significantly higher odds.

3.     Overall statistic: 80% of applications rejected immediately for poor quality Your reality: Most rejections are for poor quality or misalignment. A well-researched, perfectly aligned proposal from a strong organization competes in an entirely different pool with much better odds.

The acceptance percentage tells you almost nothing about your chances—because your chances depend on the quality of your proposal, the strength of your relationship, and the alignment of your mission with their priorities.

Reframing the Statistic

Instead of reading, "Only 23% of foundations accept proposals," interpret it as:

"23% of foundations have publicly documented their detailed grantmaking procedures on a tax form—but that doesn't mean the other 77% won't consider your application."

Many of those 77% might be open to proposals—they just didn't want to spell out all the details on their 990-PF.

The Grant Writer's Secret Advantage: How to Read Between the Lines

Strong grant writers know that numbers don't determine access—relationships do.

6 Strategies That Work Better Than Statistics

1. Look beyond the form. Even if a funder "doesn't accept unsolicited proposals," a thoughtful email, board connection, or participation in their initiatives can open doors.

2. Track actual funder behavior. Use tools like Instrumentl or Foundation Directory Online to see:

• Who they've funded in the past 2-3 years

• Geographic giving patterns

• Average grant sizes

• Program areas that receive the most funding

3. Build trust before you ask.

• Attend foundation-hosted webinars

• Comment thoughtfully on their impact reports

• Share success stories that align with their mission

• Connect on LinkedIn (appropriately)

4. Time it right.

• Respect application deadlines

• Lead with letters of inquiry if preferred

• Apply during their active funding cycles

5. Do your homework. The vast majority of rejected applications fail not because they're bad programs, but because applicants didn't dig deep enough into the funder's specific priorities and initiatives.

6. Don't be afraid to have a conversation. Sometimes guidelines seem to disqualify you—but a phone call can reveal unexpected opportunities.

Real-World Grant Writing Example: When Guidelines Don't Tell the Whole Story

The Boeing Foundation changed its funding priorities one year, shifting from providing direct grants to early learning nonprofits to funding only early learning coalitions—regional networks of providers working together.

At first glance, this seemed to disqualify my client, a small early learning provider on an island of just 10,000 people. They weren't a coalition, and they certainly weren't a region. By the letter of the guidelines, they appeared ineligible.

But my client had already been collaborating informally with other early learning providers on the island, identifying gaps in services and working to better serve their community. We had the collaborative spirit Boeing was looking for—we just didn't fit the geographic definition of a "region."

Instead of simply not applying based on the guidelines, I picked up the phone and called the program officer. I explained our situation: we were an island with no access to the mainland except by ferry. In essence, we were a region unto ourselves, with our own unique needs and challenges. We were already doing the collaborative work Boeing wanted to support—just on a smaller geographic scale.

The program officer understood. Not only were we invited to apply, but we also received a substantial grant.

The lesson: relevance and relationships outweigh statistics every time.

Frequently Asked Questions About Foundation Grants and Unsolicited Proposals

Should I apply to a foundation that doesn't accept unsolicited proposals?

Not directly—but don't write them off entirely. First, try submitting a brief letter of inquiry asking if you may apply. Request a conversation with a program officer to discuss your project and their current priorities. Seek an introduction through a board member or mutual contact. Attend their public events or webinars to begin building a relationship. Many foundations marked as "invitation only" will invite you to apply after these preliminary steps demonstrate your alignment with their mission.

Should I avoid foundations with low acceptance rates?

No. Low acceptance rates—like 5% or 10%—are misleading because they include the 80-90% of applications that are immediately rejected for poor quality, misalignment, or not following basic guidelines. If your organization is well-run, your proposal is excellent, and your mission aligns perfectly with their priorities, you're not competing against all those applications—you're competing in a much smaller pool of serious contenders. A foundation that funds "only 5% of applications" might actually fund 40-50% of well-prepared, mission-aligned proposals. Focus on fit and quality, not overall statistics.

How do I know if a foundation is really open to new applicants?

Look beyond the checkbox on their 990-PF and examine their actual behavior. Do you see any new organizations in their recent grants list—organizations they've never funded before? Are they funding in your geographic area? Do they fund organizations your size? Does their website information contradict or clarify the 990-PF data? When in doubt, call and ask directly about their openness to new applicants in your program area.

What percentage of grant applications actually get funded?

This varies widely by foundation, but overall statistics are misleading. While many foundations fund only 10-20% of applications, 80-90% of applications are immediately rejected for poor quality, misalignment, or failure to follow guidelines. For well-prepared, mission-aligned organizations, the real success rate is much higher. You're not competing against all applications—you're competing against the small subset that cleared basic quality hurdles.

How can I increase my chances of getting a grant?

Focus on perfect alignment—only apply when your mission clearly matches their priorities. Do deep research beyond the guidelines to understand their recent funding patterns. Build relationships with the foundation before applying. Submit a letter of inquiry first to test the waters. Follow every instruction exactly. Write clearly and compellingly. Demonstrate strong impact with solid outcomes data. These strategies matter far more than acceptance rate statistics.

Can I contact a foundation before submitting an application?

Yes, and in most cases this is encouraged! Appropriate pre-application contact includes calling to verify your eligibility and fit, asking clarifying questions about guidelines, requesting feedback on a preliminary idea, and submitting a letter of inquiry. What to avoid: don't ask them to read your draft proposal, don't be pushy or demanding of their time, and don't ignore stated preferences (if they say "no phone calls," respect that).

How long does it take to build a relationship with a foundation?

Building a meaningful relationship typically takes a minimum of six to twelve months for initial recognition and trust, one to two years for a strong relationship that improves funding odds, and three or more years for deep partnership and multi-year funding. You can accelerate relationship building by attending their events, sharing relevant success stories without asking for anything, demonstrating mission alignment through your work, and making connections through board members or current grantees.

Key Takeaways: What Grant Writers Need to Know

Your Action Plan

✓ Research funders based on their actual giving patterns, not their 990-PF checkboxes
✓ Start with a letter of inquiry or phone call—even to "invitation only" foundations
✓ Build relationships over time through authentic engagement
✓ Only apply where there's strong mission alignment
✓ Make your proposal exceptional—eliminate yourself from the 80% who get immediately rejected
✓ Be patient and strategic, not desperate and scattered

The Bottom Line

Candid's data isn't wrong—but the way it's collected and read often is. The 23% statistic is based on checkboxes on tax forms, where foundations may be choosing the easiest path rather than accurately describing their practices. Numbers can inform your strategy, but they shouldn't define it. Behind every statistic is a story of people, values, and alignment.

The "23% accept unsolicited proposals" figure is like someone checking "single" on a form. It's technically accurate, but it doesn't tell you how to actually connect with them—and it might not even reflect their real openness to meeting new people.

Don't let acceptance percentages scare you away from strong prospects. A 10% overall acceptance rate means very little if your organization is well-run, your proposal is excellent, and your mission aligns perfectly with their priorities. You're not competing against all applicants—you're competing against the small subset of qualified, well-prepared organizations.

And sometimes, you're not competing at all—you're having a conversation that opens a door you didn't even know existed.

Grant writing isn't about chasing odds—it's about building trust, one relationship at a time.

This post responds to insights from Candid's recent analysis: Do foundations accept unsolicited requests for funds from nonprofits?

How Grant Consultants Can Give Constructive Criticism Without Losing Trust

As grant consultants, we often face a delicate challenge: we see organizational gaps right away—websites that don’t inspire credibility, outreach that misses whole audiences, or budgets that simply don’t add up. But how do you tell a client this without sounding critical of their “baby”?

Constructive criticism is part of our job. Yet it can feel risky, especially when working with founders or leaders deeply attached to their work. The solution isn’t about softening the truth—it’s about changing how we deliver it.

Two Common Scenarios Consultants Face

Imagine this: You’re working with a founder who started a nonprofit after the tragic death of their child. In the early years, that story was central to the organization’s mission, and it remains deeply personal for the founder. But now, a decade later, the nonprofit has grown and is making a significant impact in its field—an impact no longer directly tied to that original story. The organizational description, however, still leans heavily on the founder’s personal tragedy. As a consultant, you can see the disconnect right away: funders want to understand the organization’s current reach and measurable results, not just its origin story. But how do you say that without diminishing the founder’s grief, or the powerful legacy they’ve built?

Or here’s another example: An organization calls you up for help, and you go to their website to learn more. Immediately, you notice that the homepage is all about how to donate—but there’s almost nothing about what the organization actually does. You know funders will be frustrated by this lack of clarity, but telling the organization flat-out could raise their defenses rather than helping them move toward providing a clearer picture of the value of the organization.

Two powerful frameworks can help: motivational interviewing and appreciative inquiry. These approaches help clients discover their own insights, making feedback feel like a partnership instead of judgment. They also position you as an ally and thought-partner rather than the enemy, which is critical in the early weeks of a consulting relationship. Establishing yourself this way signals that you’re not just there to take orders or nod along—you’re there to bring expertise, perspective, and candor in service of the organization’s growth. In other words, you want to show up as a consultant and thought leader, not as a lackey or yes-person.

Why Feedback Feels So Hard in Grant Consulting

Most of us have been there: a new client is excited about funding opportunities, but within minutes you notice red flags—an unclear mission, no evaluation plan, or communication channels that exclude whole populations. You know these issues will block them from winning grants, but blurting that out can backfire.

The tension is real:

·       Clients are proud of their organizations.

·       Funders expect professionalism and readiness.

·       Consultants are caught in the middle.

That’s why techniques that focus on curiosity, reflection, and respect are so valuable. Instead of “criticizing,” we can invite clients to think differently about grant readiness and their communication with funders.

Motivational Interviewing in Grant Consulting: Moving Through Ambivalence

Motivational interviewing was developed in the 1980s by psychologists William R. Miller and Stephen Rollnick, initially as a counseling approach for addiction treatment. Since then, it has been widely adapted for health, education, leadership, and coaching—anywhere people face resistance to change.

In fact, motivational interviewing has made its way into the business and leadership shelves of major bookstores. Miller and Rollnick’s Motivational Interviewing: Helping People Change (a perennial bestseller in psychology and coaching) lays the foundation. Other leadership-oriented works, like John Whitmore’s Coaching for Performance and Michael Bungay Stanier’s The Coaching Habit, echo motivational interviewing’s emphasis on open-ended questions and drawing out solutions rather than prescribing them.

In leadership contexts, motivational interviewing has been used to help executives navigate resistance to change, build teams’ intrinsic motivation, and align personal values with organizational goals.

For grant consultants, the lesson is clear: we can borrow from these proven leadership practices. Instead of telling clients what’s wrong, we invite them to reflect on what they want funders to see, how their current systems measure up, and what changes they’re willing to make.

Core Principles of Motivational Interviewing

Motivational interviewing rests on four core principles that translate beautifully into consulting. At its heart, it is about expressing empathy—listening without judgment so clients feel heard rather than corrected. It also emphasizes developing discrepancy, or what I like to call dissonance -- gently helping people see the gap between where they are and where they want to be. Rather than confronting resistance, motivational interviewing encourages us to roll with it, treating pushback as a signal to explore further rather than to argue. Finally, it underscores the importance of supporting self-efficacy, reinforcing the client’s belief that they are capable of making meaningful changes.

The OARS Technique

One of the most practical ways to put these principles into action is through what practitioners call the “OARS” technique:

• Open-ended questions

• Affirmations

• Reflective listening

• Summaries

Motivational Interviewing Example in Practice

These principles may sound abstract, but they come to life in everyday consultant communication. The key is shifting from statements that tell clients what’s wrong to questions that invite them to reflect on what they want and how well their current systems align with those goals. By phrasing feedback as curiosity instead of critique, motivational interviewing helps clients uncover the gaps themselves—making them far more open to change.

Instead of saying:

“Your website is too cluttered for funders.”

You might ask:

“When a funder visits your site, what do you most want them to notice first? How well do you think your current design supports that?”

This gentle reframing helps the client articulate the problem themselves—and people are much more likely to act on their own insights.

Appreciative Inquiry in Grant Consulting: Building on Strengths

Appreciative inquiry was created in the mid-1980s by organizational scholars David Cooperrider and Suresh Srivastvaat Case Western Reserve University. It emerged as an alternative to traditional “problem-solving” models of organizational development, focusing instead on amplifying what works.

Over time, appreciative inquiry has shaped the field of organizational change and leadership. Cooperrider’s book Appreciative Inquiry: A Positive Revolution in Change helped popularize the method, and Diana Whitney and Amanda Trosten-Bloom’s The Power of Appreciative Inquiry has become a go-to resource for leaders and consultants looking to create energizing, strengths-based cultures.

In practice, AI is used in:

·       Strategic planning – guiding teams to dream big and design based on strengths.

·       Leadership development – helping leaders focus on what brings life to their organizations.

·       Culture change – shifting from deficit-based conversations (“what’s wrong here?”) to generative ones (“what gives this team energy?”).

For grant consultants, the lesson is that we can frame our feedback in ways that celebrate and extend existing strengths. By spotlighting what’s already effective, we help organizations build confidence while also inspiring practical improvements.

The 5-D Cycle of Appreciative Inquiry

Appreciative inquiry is often practiced through what’s known as the 5-D Cycle, a process that guides organizations from reflection to action. It begins with Define, clarifying the focus of inquiry and setting the stage for what the group wants to explore. From there, the Discover phase invites participants to share stories and insights about what already works well. Building on those strengths, the Dream phase encourages people to imagine what could be possible if the organization were at its best. Next comes Design, where the group begins shaping practical strategies and structures to bring that vision to life. Finally, the Destiny (or Deliver) phase focuses on sustaining momentum and embedding the changes into daily practice.

Appreciative Inquiry Example in Practice

For example, imagine working with a nonprofit board that feels discouraged after several declined grant applications. Using the 5-D Cycle, you might start by helping them define the focus of your conversation—perhaps strengthening their overall grant readiness. In the discover phase, you’d ask them to recall a time when their organization successfully built a strong partnership or secured funding, and explore what made that work well. Then, in the dream phase, you’d invite them to imagine what it would look like if every funder relationship felt that strong. Moving into design, the group could brainstorm concrete practices—such as clearer impact reporting or stronger community engagement—that would move them closer to that vision. Finally, in the destiny/deliver phase, you’d help them commit to small, sustainable steps to carry the momentum forward.

Instead of saying:

“You’re missing a lot of your audience by only using social media.”

You could say:

“Your social media presence is vibrant and engaging. How could we build on that same strength to reach people who aren’t online?”

Appreciative inquiry reframes the conversation as an opportunity rather than a deficiency.

Motivational Interviewing vs. Appreciative Inquiry

 Both approaches rely on open-ended questions, consultant communication skills, and respect for clients—but they shine in different settings.

From Criticism to Curiosity: Practical Examples

Here’s how feedback can shift when reframed through motivational interviewing or appreciative inquiry:

Case Story: The New Nonprofit

A consultant I worked with recently faced a dilemma: her client, a nonprofit less than a year old, wanted her to write major grant proposals. Her instinct was to say, “You’re not ready.”

Instead, she asked:

“If a funder awarded you $50,000 tomorrow, how would you track the money, report outcomes, and share results with your board?”

The board realized immediately that they lacked systems for accounting, data collection, and evaluation. The conversation ended not with defensiveness but with a shared commitment to building infrastructure first.

That’s the power of asking the right question.

Case Story: The Donation-Heavy Website

Earlier, we considered an organization whose homepage was dominated by donation appeals but offered little explanation of its programs. One consultant I know faced this exact situation.

Rather than bluntly saying, “Funders won’t understand what you do,” she asked: 

“If a grantmaker landed here today, what would they learn about your mission and results?”

That simple question flipped the conversation. The organization quickly saw the issue themselves and shifted to presenting a clearer picture of their impact.

Consultant Takeaways

·       Clear is kind. Avoiding feedback helps no one. Being vague or withholding tough observations only delays growth. Clients appreciate honesty when it’s delivered with care and respect.

·       Choose your approach: use motivational interviewing when resistance is high, and appreciative inquiry when momentum is needed. Motivational interviewing helps navigate defensiveness in one-on-one settings, while appreciative inquiry energizes teams when it’s time to envision a stronger future.

·       Keep clients in the driver’s seat—insight sticks when it’s theirs. Change is most sustainable when clients feel ownership of the solution. Guide them with questions that let them see the gaps and opportunities themselves.

·       Frame feedback as partnership: you’re helping their baby grow, not tearing it down. Position yourself as an ally and thought-partner, building trust and credibility early in the consulting relationship.

FAQs

What’s the difference between motivational interviewing and appreciative inquiry?
Motivational interviewing focuses on resolving ambivalence and guiding individuals toward change. Appreciative inquiry emphasizes strengths and collective visioning. Both use curiosity and open-ended questions but in different contexts.

How do I give feedback without offending my client?
Reframe feedback as a question. Instead of pointing out flaws, invite reflection: “What would you want a funder to see first?” or “How might we extend what’s already working?”

What is a grant readiness checklist?
A grant readiness checklist is a tool consultants use to assess whether an organization has the systems, documents, and capacity needed to apply for and manage grants effectively. It covers governance, finances, program evaluation, and communication.

What is an example of motivational interviewing in consulting?
Asking a client, “When a funder visits your site, what do you want them to notice first?” instead of telling them their website is confusing is a practical application of motivational interviewing in grant consulting.

What are examples of appreciative inquiry questions for nonprofits?
Some appreciative inquiry questions that work well with nonprofit boards or staff include: “When has our organization been at its best, and what made that possible?” “What strengths do we bring to partnerships that funders value most?”and “What would it look like if our impact were even greater five years from now?” These questions keep the focus on strengths while sparking ideas for future growth.

How do consultants use motivational interviewing in leadership coaching?
In leadership coaching, consultants use motivational interviewing to help leaders explore resistance to change, clarify their goals, and build confidence in their ability to act. For example, instead of prescribing solutions, a consultant might ask: “What kind of leader do you want to be seen as during this transition?” or “What do you think your team needs most from you right now?” This approach deepens reflection and helps leaders commit to their own strategies for growth.

Final Thoughts

Constructive criticism doesn’t have to feel harsh. By drawing on motivational interviewing and appreciative inquiry, consultants can ask powerful questions that help clients discover their own gaps and strengths. Feedback becomes less about judgment and more about partnership.

At the end of the day, clients hire us not just to write grants, but to help them grow into stronger, more fundable organizations. That’s the real work—and it starts with the right questions.

Call to Action

At Spark the Fire Grant Writing Classes, we don’t just teach you how to write grants—we prepare you to thrive as a confident, trusted consultant.

If your priority is to master proposal writing with hands-on feedback, the Certificate in Grant Writing will take you from blank page to fundable proposal while also giving you the confidence to handle tough conversations with funders and colleagues.

If you’re ready to grow your consulting practice and position yourself as a thought-partner rather than a “yes-person,” the Business of Freelance Grant Writing course will show you how to set boundaries, build trust, and step into your role as an expert.

And if you want both—the technical skills to deliver winning proposals and the consulting skills to grow your influence—you can enroll in our bundle option to get both courses at a reduced rate. Don’t just write stronger proposals—become the kind of consultant nonprofits and funders rely on.

Further Reading for Grant Consultants

If you’d like to dive deeper into motivational interviewing, appreciative inquiry, and how they apply to leadership, coaching, and consultant communication, here are a few classic resources:

·       William R. Miller & Stephen Rollnick, Motivational Interviewing: Helping People Change – The definitive guide on motivational interviewing, with practical tools for guiding conversations toward change.

·       Michael Bungay Stanier, The Coaching Habit – A bestselling leadership book built on the power of asking better questions.

·       John Whitmore, Coaching for Performance – A foundational text on coaching that echoes many motivational interviewing principles.

·       David Cooperrider & Suresh Srivastva, Appreciative Inquiry: A Positive Revolution in Change – The original work introducing appreciative inquiry as a framework for positive organizational change.

·       Diana Whitney & Amanda Trosten-Bloom, The Power of Appreciative Inquiry – A practical handbook for applying appreciative inquiry in leadership, strategy, and team development.

At Spark the Fire Grant Writing Classes, we draw inspiration from these frameworks to help grant writers and consultants go beyond proposal mechanics. By practicing how to give and receive feedback with empathy, curiosity, and clarity, our students not only finish with fundable proposals but also develop the confidence to lead tough conversations as trusted thought-partners.

The Taxonomy Tangle: Why Grant Database Categories Need Better Alignment

Fair warning: we're about to dive into something decidedly nerdy. But if you're a grant professional who has used multiple grant research databases and felt confused about the terminology differences, this matters more than you might think.

What's Taxonomy Got to Do With It?

In grant research databases, taxonomy is the classification system used to categorize funding opportunities. Think of it as the organizational framework that determines whether a grant for "community health education" gets filed under "health," "education," or "community development." A well-designed taxonomy acts as your search compass, helping you navigate efficiently toward relevant opportunities.

When database providers use different terminology and categorization schemes, grant professionals need to adjust their approach for each platform. What should be intuitive navigation becomes a translation exercise—like needing different lightbulbs for different lamps.  Each database illuminates the grant landscape, but you need to understand which "bulb" fits which "fixture" to get the best results.

The Great Divide: How Three Major Databases Categorize the Same World

To illustrate these challenges, let's examine my three favorite databases: Instrumentl, Foundation Directory Online by Candid (FDO), and GrantStation. I’ve used all three extensively and seen firsthand how their differences can cause confusion.

Each platform's taxonomy reflects different specializations. Instrumentl's categories are heavily weighted toward community services and sciences, reflecting its unique inclusion of research grants.  FDO's categories allow precise targeting and broader exploration. GrantStation's categories streamline groupings for intuitive navigation.

"Types of support" classifications reveal similar specializations. All three recognize fundamental categories like general operating and capital support, but their granularity differs. For example, Instrumentl’s "education/outreach" is FDO's "policy, advocacy and systems reform," and GrantStation’s "advocacy."

What Makes Each Database Special

·      Instrumentl takes a broader approach to avoid over-filtering opportunities classified differently by funders. It also includes scientific research grants and integrates project management capabilities alongside grant discovery.

·      FDO offers an extensive corporate foundation database, capturing corporate giving programs that often fly under the radar. It also features "regranting" and "participatory grantmaking" as specific support types, increasingly important funding mechanisms.

·      GrantStation includes giving circles as a funder category, Canadian funding opportunities alongside US sources, and events/sponsorships as a support category, valuable for conferences, galas, or community events funding. Their accessible pricing makes comprehensive grant research possible for smaller organizations.

A Call for Common Ground

Database providers have an opportunity to better serve the grant community by working toward greater taxonomic alignment. This doesn't require abandoning unique strengths—the goal is interoperability, not homogenization. In other words, coordination, not conformity. It’s not about being the same, it’s about working in sync.

Academic databases share subject headings, and library systems use common classification schemes. Coordination can enhance rather than diminish individual platform value. A shared taxonomy framework would allow grant professionals to develop transferable search expertise and conduct more comprehensive research without getting lost in terminological translation.

Honoring the Hunt

Grant professionals deserve recognition for the detective work they perform daily. They navigate not just the substance of grants, but the structural inconsistencies that make comprehensive research more challenging than it needs to be.

By acknowledging and addressing taxonomic disconnects, database providers can honor the expertise of grant professionals while making their essential work more efficient. Sometimes the most powerful changes happen not in the spotlight, but in the infrastructure that makes everything else possible.

Do you think database providers should collaborate on common taxonomy standards? How would you make the case that this helps the entire grant community?

How to Write a Cover Letter for Grants: A Complete Guide

Grant applications come in many shapes and sizes. Some are completed entirely online through a foundation’s portal. Others are emailed as PDF attachments. And yes—sometimes, they’re still sent by good old-fashioned snail mail.

In fact, some funders still require highly traditional processes. For example, there is one foundation where you must physically mail paper copies of your full proposal and your organization’s 990 tax return to each board member individually—scattered across different states. What?! Imagine the time, expense, and logistics of preparing multiple binders, shipping them to five or ten addresses, and making sure each one arrives on time.

No matter the format, one common element you may be asked for is a grant cover letter. After you’ve described your community impact throughout the proposal, you may wonder: how can you say it again—without repeating yourself—in the cover letter? The key is remembering that the cover letter is not a duplicate of your proposal but a high-level introduction. Think of it as your executive summary: a concise overview of your proposal with all the basic information front and center—who you are, what you’re asking for, and why it matters—so reviewers can easily see the big picture before diving into the full application. Done well, your cover letter becomes a roadmap that guides them into the heart of your proposal with confidence and interest.

Cover Letter vs. Letter of Inquiry: Know the Difference

Before diving into structure, it’s essential to clear up a common source of confusion. A cover letter is not the same thing as a letter of inquiry (LOI). Many organizations mix these up, which can lead to sending the wrong document and weakening your application.

Letter of Inquiry or Letter of Interest (LOI)

An LOI is a stand-alone request you submit before being invited to submit a full proposal. Typically one to three pages long, it’s designed to give a funder enough detail to decide whether your organization and project are a potential fit. Think of it as an audition: if they like what they read, they’ll invite you to send a full proposal.

Grant Cover Letter

A cover letter, on the other hand, accompanies a full proposal that you have already been invited to submit or that did not require an initial screening. It’s much shorter—no more than one page and ideally just three short paragraphs. Its purpose is to introduce your organization, summarize your request, and frame your proposal in the best possible light.

Keeping these distinctions clear is critical. An LOI is about securing permission to apply, while a cover letter is about making your formal proposal shine from the start.

What to Include in a Grant Cover Letter

A strong cover letter should be no longer than three to four paragraphs, and each one has a clear purpose. Resist the urge to restate your entire proposal—brevity shows clarity and professionalism.

Paragraph One: Introduction

State who you are, where you are located, and what your organization does. Note the name of the project, the specific grant you are applying for, the deadline you are submitting to, and the amount you are requesting. This paragraph should give the reviewer all the essentials in one clear snapshot.

Paragraph Two: The Fit and the Impact

Show how your request fits the funder’s priorities and the difference your project will make. Explain briefly how your project aligns with the funder’s stated priorities. Emphasize one or two key outcomes that demonstrate community benefit. Remember, grantmakers fund causes, not organizations.

Demonstrate that you have thoroughly researched the organization—if possible, include a reference to something recently in the news about the funder or their leadership. This shows you are up to date, care about their work, and see your project as part of their larger mission.

Paragraph Three: Eligibility and Contact Information

If there’s any possible eligibility confusion, address it right away. For example, if the guidelines say they do not fund individual schools and your nonprofit is called “Evergreen Academy,” clarify: “While our name includes ‘Academy,’ Evergreen Academy is a 501(c)(3) nonprofit organization, not a private school, and is therefore eligible under your guidelines.” This ensures your application isn’t disqualified before anyone reads it.

Close with gratitude, a note that you look forward to the opportunity, and contact information. The closing should invite them to review the proposal and provide complete contact information (name, title, phone number, website, and email address). You'd be surprised how many grant proposals forget to include where to send the check!

Example Grant Cover Letter (Three Paragraphs)

Dear [Funder’s Name],

 Washington Youth ChalleNGe Academy, a 501(c)(3) nonprofit in Bremerton, WA, provides a highly disciplined, safe, and professional learning environment that empowers opportunity youth to improve their educational level and employment potential. We are pleased to submit this proposal, due September 30, requesting $50,000 in support of our Academic Success and Readiness Project, which will provide books, updated computers, and equipment such as 3D printing machines to ensure students are prepared for higher education and workforce readiness.

 This project directly aligns with the [Foundation’s Name]’s commitment to advancing youth education and career development. We were especially encouraged by the Foundation’s recent announcement of increased investment in workforce pipelines, and we see this project as a natural extension of those priorities. By equipping opportunity youth with the tools and resources they need for success, we are building confidence, skills, and opportunity for the next generation.

 While our name includes “Academy,” please note that we are not an individual school but a nonprofit organization eligible under your guidelines. Students return to their own high schools after participating in this six-month program to graduate with their peers. Thank you for considering our request. Should you have any questions, please contact me at (555) 555-5555 or director@wyca.org. I look forward to the opportunity to partner with you in preparing Washington’s youth for a stronger future.

 Sincerely,
[Name, Title]
Address
Website

Quick Tips for Strong Grant Cover Letters

• Keep it to 3–4 paragraphs, one page max (unless instructions say otherwise). Reviewers don’t want to read a second proposal.

• Address match upfront. Explain how your proposal aligns with what the funder wants to support - remember, funders invest in causes, not organizations.

• Customize for each funder. Don’t reuse the same letter word-for-word; align with their mission and reflect their language.

• Use confident, professional language. Avoid sounding desperate—funders want to invest in strength.

• Proofread meticulously. A polished letter demonstrates attention to detail and credibility, while typos can undermine credibility.

• Include full contact information. Make it easy for funders to reach you.

Frequently Asked Questions About Grant Cover Letters

What is a grant cover letter?

A grant cover letter is a one-page document or short email that accompanies a full proposal. In three to four short paragraphs, it introduces your organization, states the funding request, shows alignment with the funder’s priorities, and provides eligibility and contact information.

Do funders always read the cover letter first?

Often, yes. The cover letter is typically the first page in your submission, whether online or mailed. Reviewers may skim it before diving into the proposal, which is why clarity and professionalism are essential.

Should I use letterhead for a grant cover letter?

Yes, unless the cover letter is replaced by the email you send with your application in PDF form. In that case, the email itself functions as the cover letter. If it is a digital or paper document, always use your organization’s letterhead. This reinforces credibility, makes the letter look professional, and ensures your contact information is prominently displayed.

How formal should the tone be?

Keep the tone professional but approachable. Avoid jargon and overly complex sentences. Think of it as a conversation with a potential partner, not a legal contract.

Do all grants require a cover letter?

No. Some funders ask for them, while others don’t. Always follow the application instructions. If it isn’t required, don’t include one—unless the email accompanying your proposal serves as the cover letter. In that case, the email itself becomes the cover letter.

Can I reuse the same cover letter for multiple funders?

Not exactly. You can reuse a template, but each cover letter should be customized for the funder. Swap in their mission language, priorities, and focus areas to show you’ve done your homework.

How long should a grant cover letter be?

Keep it to one page. Three short, purposeful paragraphs are ideal. Anything longer risks repeating the proposal or overwhelming the reviewer.

Final Thoughts

A grant cover letter is short, but it carries outsized importance. In just three or four paragraphs, you can establish your credibility, highlight alignment with the funder’s priorities, clarify eligibility, and provide all the essential details upfront. Most importantly, it frames your proposal as worth reading and positions your organization as a strong, confident partner. When done well, your cover letter is not just a formality—it’s the first step in building a relationship with a funder that lasts.

 For more strategies on winning grants, explore our AI in Grant Writing Mini-Course and the Certificate in Grant Writing course.

👉 “What’s the biggest challenge you’ve faced when writing a grant cover letter—keeping it short, clarifying eligibility, or making it feel fresh after the full proposal?”

Lifting Each Other Up: Building a Stronger Grant Writing Community

Last week, I received a call from someone who'd been referred by another grant writer. The caller had developed what he described as a "supercomputer that could scale up businesses fast" and was looking for help—though it wasn't entirely clear whether he needed a grant writer, a strategist, or something else entirely.

As he tried to explain his technology, I could hear his growing frustration. From his perspective, I just wasn't "getting it." The product sounded impressive in theory, but when I asked practical questions about applications and target markets, the answers got vague. Since for-profit grants aren't my specialty, I listened politely, thinking I might be able to refer him to someone with that expertise.

But the more he talked, the more familiar this conversation became. Here was someone with sophisticated technology—and genuine passion for what he'd built—but no clear understanding of how it solved real problems for real people. He wanted me to be impressed by the innovation itself, rather than its practical application.

His frustration seemed to stem from the fact that he had a solution looking for a problem, and he expected that I could somehow wave a magic wand to bridge that gap for him.

Sound familiar? We're seeing this same pattern more and more with technology companies targeting our profession. They develop impressive-sounding AI tools or databases promising to revolutionize grant writing, but when you dig deeper, it becomes clear they don't really understand how our work actually functions.

Building Each Other Up Through Action

But here's what I love about our profession: we know how to ask the right questions. We're skilled at digging deeper, evaluating claims, and making informed decisions. Of course we are—we're grant professionals! Research is literally what we do for a living. And we don't do it alone—we support each other through the process.

Take that phone call I mentioned. The referral came from a colleague who thought I might be able to help, even though it wasn't ultimately a fit. When I realized it wasn't my expertise, I listened anyway, hoping to connect him with someone better suited. That's what we do—we lift each other up and share opportunities.

This collaborative spirit shows up everywhere in our work. Just last month, a grant writing firm reached out asking if I had any new graduates to recommend. I did! But their question got me thinking—wouldn't it be valuable for our community to learn more about how grant writing firms operate? I quickly pulled together a webinar, and three firms jumped in to participate. The response was incredible, and we all learned something new about different business models in our field.

I see this same supportive energy when I recommend tools that are genuinely helping our profession. I love championing Grant Frog, new software built by fellow grant writer Hannah Wiginton, because she's created something practical while bringing humor and positivity to everything she does. I'm equally enthusiastic about partners like Instrumentl, whose prospect research tools have consistently delivered results for my clients and who've been genuinely collaborative to work with.

This is how our profession grows stronger—through genuine support, shared knowledge, and celebrating each other's successes rather than competing destructively.

Navigating New Technology Together

As more technology solutions emerge targeting our profession, this research expertise becomes even more valuable. We're seeing an explosion of AI-powered tools and databases promising to revolutionize grant writing, and our natural instinct to dig deeper serves us well.

The key questions we ask haven't changed: What problem does this actually solve? How does it work? What are the costs—not just financial, but in terms of professional relationships and ethics? Who benefits, and how? And here's a crucial one: Do they have grant professionals on staff from the start? Better yet, several with varying perspectives?

These aren't hostile questions—they're professional due diligence. When a new service launches, it's perfectly reasonable to ask about their business model, their data sources, their track record, and how they align with our professional standards. Companies that are genuinely committed to serving our profession should welcome these questions and answer them transparently.

I've noticed that the most successful technology partnerships in our field come from companies that take time to understand our work before trying to improve it. Take Instrumentl, for example—they regularly ask grant writers to weigh in on new features and treat us as the experts we are. They recognize that we're not just users—we're professional partners who bring valuable expertise to the relationship.

When we evaluate these tools collectively—sharing experiences in forums, discussing pros and cons at conferences, and asking the hard questions together—we make better decisions for ourselves and our clients. Our shared professional judgment is one of our greatest assets.

Professional Ethics and Trust

All of this collaborative evaluation happens most effectively when we have strong ethical foundations to guide us. The Grant Professionals Association's standards aren't just guidelines—they're our professional compass, helping us navigate complex decisions about partnerships, tools, and business practices.

I'm particularly encouraged by GPA's commitment to evolving and strengthening these ethical guidelines. The organization's responsiveness to our profession's changing needs shows real leadership. When new challenges emerge—whether from technology, business models, or industry practices—GPA continues to refine its guidance to serve us better.

This is also why I pursued and obtained my GPC (Grant Professional Certified) credential this year. Did I need it after years in this profession? Not technically. But literally anyone can hang out a shingle and call themselves a grant writer. It's only through this kind of certification that we maintain our standards and distinguish between true professionals and those who have no idea what they're doing. The credential represents a commitment to ongoing education, ethical practice, and professional accountability.

But ethics standards only work when we have safe spaces to discuss them openly. Professional dialogue requires trust and confidentiality. We need to be able to ask difficult questions, share concerns, and seek guidance without fear that our private communications will be forwarded or used against us.

The strongest professional communities are built on this foundation of trust—where members can engage in good-faith discussions about challenges, share experiences honestly, and support each other through complex decisions. When that trust is respected, we all benefit from shared wisdom and collective problem-solving.

Transparency in Professional Relationships

This foundation of trust extends to how we handle business relationships within our professional community. Transparency isn't just good ethics—it's good business. When we're open about our partnerships, affiliate relationships, business models, and potential conflicts of interest, we strengthen rather than undermine our professional credibility.

I'm always upfront when I recommend tools I use and believe in, like Instrumentl or Grant Frog. If I'm genuinely enthusiastic about something because it works well, I explain why. This transparency allows my colleagues to evaluate my recommendations appropriately and builds trust over time.

The same principle applies to any service provider in our space. Companies that are transparent about how they operate, who they partner with, and how they generate revenue make it easier for grant professionals to make informed decisions. Those who are secretive, evasive, or defensive about legitimate professional questions raise red flags.

We have a right to know if someone promoting a service has a financial stake in it. We have a right to understand business models that might affect our work or our clients. We have a right to ask these questions without facing legal threats or professional retaliation.

When transparency is the norm, everyone benefits. Grant professionals make better decisions, ethical companies thrive, and our entire profession maintains its integrity and trustworthiness.

Choosing to Lift Up, Not Tear Down

How we handle disagreements and challenges says everything about our professional character. I've noticed some practitioners in our field take a different approach—building themselves up by putting competitors down, even naming them specifically when comparing grant training services or approaches. But I believe we're stronger when we focus on lifting each other up instead of tearing each other down.

So what does lifting each other up look like in practice? It means celebrating colleagues' successes genuinely. When someone launches a new service, wins a major grant, or achieves a professional milestone, we cheer them on. It means sharing opportunities—like when that firm called looking for new graduates, or when I see a perfect job posting for someone's skill set.

It means offering constructive feedback when asked, and giving credit where it's due. Most importantly, it means responding to challenges with grace and professionalism. There's not one grant writing class that is the best fit for everyone, and I'm truly impressed with some of the new things that my colleagues are coming up with to make their work more sustainable while also helping people learn grants. That's my lane, my passion, and I love seeing the creativity and innovation happening in grant writing education. When students want to deep dive into federal grants, I refer them to Diane Leonard's federal grant training because that's her expertise.

“The grant writing world is big enough for all of us to succeed—when we focus on serving our clients excellently and supporting our colleagues generously. ”

— Allison Jones, Spark the Fire

The grant writing world is big enough for all of us to succeed—when we focus on serving our clients excellently and supporting our colleagues generously. Amanda Pearce at Funding for Good is exceptional at uplifting others. She even has a conference for grant consultants and a great Boot Camp program—and no, I'm not a business affiliate, I just genuinely like what she's doing.

Moving Forward Together

As our profession continues to evolve, we have incredible opportunities ahead of us. New technologies will emerge, business models will shift, and fresh challenges will test our professional standards. But I'm optimistic about our future because I see how we support each other every day.

And if you're a tech company out there genuinely looking to solve problems in our field, here are some real issues that need addressing: We need common grant applications—or at least standardized sections—so we don't have to retype basic organizational information dozens of times. We need grant applications available in advance in Google Docs and MS Word formats—not PDFs—so we can draft them on our desktops first. We need clear, consistent instructions from funders.

Notice what these have in common? They're all about grantmakers improving their processes, not grant professionals needing AI assistance. Grant professionals know what we're doing—especially if they take quality training, like ours at Spark the Fire. It's not that we need AI to find grant prospects for us; we need foundations to get clearer about what they want to fund. It's not that we need AI to help us write grant applications; we need grantmakers to streamline their questions and requirements.

“It’s not that we need AI to find grant prospects for us; we need foundations to get clearer about what they want to fund. It’s not that we need AI to help us write grant applications; we need grantmakers to streamline their questions and requirements.”

— Allison Jones, Spark the Fire

We're a profession built on research, relationship-building, and service to our communities. These core strengths serve us well whether we're evaluating a new AI tool, mentoring a colleague, or navigating industry changes. When we stay true to these values—asking good questions, maintaining transparency, and lifting each other up—we create a professional environment where everyone can thrive.

The conversations we have in forums, at conferences, and in informal networks shape our profession's future. Every time we choose collaboration over competition, transparency over secrecy, and professional growth over personal attacks, we strengthen the entire grant writing community.

I'm committed to continuing this work—through my teaching, my writing, and my daily interactions with colleagues. Whether you're just starting your grant writing journey or you're a seasoned professional exploring new directions, there's a place for you in this supportive community.

Together, we can ensure that grant writing remains a profession marked by integrity, excellence, and genuine care for the causes we serve.

Grant Writer Burnout: Why It Happens and How to Move Forward

Grant writer burnout is one of the most pressing issues in the nonprofit sector today. Many professionals enter the field with excitement—after all, grant writing careers promise meaningful work, writing for impact, and the ability to secure critical funding. But the reality is that too many grant writers are exhausted, underpaid, and questioning whether they can continue.

If you’ve been Googling “why grant writers quit” or asking ChatGPT how to survive in this field, you’re not alone.

Why Burnout is So Common in Nonprofit Grant Writing

1. Scarcity mindset. Many nonprofits operate with a constant sense of not having enough. Even with budgets, staff, and priorities clearly defined, grant professionals are asked to “do more with less.” Story: Maria, a mid-career nonprofit grant writer, secures one award only to be told to find more. The cycle never ends, leaving her drained and discouraged.

2. Low pay and undervaluation.  Compensation often doesn’t match the expertise needed for successful grant writing jobs. In rural areas, pay is even lower and funding opportunities scarcer. Story: James transitioned from publishing into a grant writing career he loved—only to find himself burned out after years of low pay and no benefits.

3. Leadership gaps. Poor management or unrealistic goals often leave grant writers unsupported. Story: Danielle’s annual target was raised from $300K to $600K without staff help. Her grant writer job description changed constantly, and burnout soon followed.

4. Ever-changing demands. Federal NOFOs get pulled, foundations shift priorities, and requirements grow while resources shrink. Story: Malik worked nights and weekends on a large federal grant application—only to have the opportunity withdrawn. His exhaustion turned into despair.

5. Bigger questions. Many grant professionals are now asking: Why should essential programs depend on philanthropy at all? The existential weight of this question adds to grant writer burnout.

The Human Toll of Burnout in Grant Writing

Burnout doesn’t just affect job performance—it impacts health, relationships, and a sense of purpose. Many grant professionals describe:

• Difficulty motivating themselves for one more proposal.

• Grief when strong applications are rejected.

• Stress symptoms tied to workload and uncertainty.

• Feeling trapped after years in the grant writing field with limited career mobility.

If you recognize yourself in these stories, you are not alone.

Finding a Way Forward: Real Solutions for Grant Writers

Here are six concrete strategies to reduce grant writing stress and rebuild energy:

1. Set boundaries. If you’re a freelancer, your contract is your first line of defense—spell out scope, response times, and revision limits. Learn more in Spark the Fire’s Business of Freelance Grant Writing course. If you’re employed, enforce work hours (no more 10 p.m. emails) and align expectations with your supervisor.

2. Seek community. Isolation fuels burnout. Join Spark the Fire’s private grant writing community, Spark the Fire Grant Writer Collective, or professional groups like the Grant Professionals Association (GPA). Peer support transforms how you experience your work.

3. Advocate for change. Be part of reshaping the field. Follow Vu Le’s list of “crappy funding practices,” contribute reviews on GrantAdvisor.org, and raise your voice about funder behaviors that fuel nonprofit burnout.

4. Expand your skills. Adding new tools makes you more marketable. Try Spark the Fire’s Certificate in Grant Writing course, webinars,mini-courses, or blog resources for practical, on-demand professional development. If you’re Googling “how to become a grant writer,” this is where to start.

5. Rest when needed. Plan a “grant detox week” when possible. Build small daily rituals—walks, meditation, journaling—that remind you that you are more than your productivity.

6. Protect your financial well-being. Freelancers: switch to retainer-based or project-based pricing instead of hourly billing. Employees: explore the Spark the Fire Grant Writer Job Board, where listings are required to include pay rates, so you can see upfront if a position values your expertise.

Choosing Hope in the Grant Writing Profession

Despite the challenges, many grant professionals remain because they believe in the missions they serve. Some see grant writing careers as harm reduction—imperfect but essential. Others find renewed energy through grant writing support communities where colleagues encourage one another.

Story of renewal: Lauren nearly left the field after years of burnout. Instead, she found a supportive peer group, learned to set healthier boundaries, and reframed her role. Today, she feels energized again and proud of the work she contributes.

That’s why creating supportive spaces matters so much.

At Spark the Fire, we’ve built a grant writing community where professionals can share experiences, find encouragement, and access training. Whether you need strategies for managing workload, want to strengthen your grant writing skills, or just need a safe place to be heard, you don’t have to face burnout alone.

👉 Join Spark the Fire’s Community of Grant Writers and connect with others who understand both the challenges and joys of this work.

Together, we can do this work with more resilience, hope, and strength.

What strategies have you found helpful for managing burnout as a grant writer? Share your experiences in the comments—we’d love to learn from you. 

Grant Writing 101: How to Get Started the Right Way - The Complete Beginner's Guide

Introduction: Why Grant Writing Matters (And Why You Should Care)

Grant writing isn't just a nice-to-have skill for nonprofits and organizations—it's absolutely essential for sustainable growth and impact. If you've ever wondered what is grant writing or frantically searched for grant writing for beginners resources at 2 AM (we've all been there), you've come to the right place. This comprehensive guide will give you the foundational knowledge you need to begin your grant writing journey with confidence.

Here's the truth that might surprise you: grant writing is completely learnable, even if you think you can't write your way out of a paper bag. You don't need a special degree, years of nonprofit experience, or a natural talent for spinning words into gold. What you do need is dedication, strategic thinking, and the right knowledge—all of which you'll gain from this guide and our proven training programs at Spark the Fire Grant Writing Classes.

Many people approach grants with the "free money" mentality, thinking they can simply ask for funding and receive it like some kind of philanthropic vending machine. (Spoiler alert: it doesn't work that way.) This misconception leads to frustration and failed applications. The reality is that successful grant writing is a strategic process that requires understanding funders, aligning missions, and presenting compelling cases for support—kind of like dating, but with more spreadsheets and fewer awkward dinners.

Throughout this guide, we'll bust common myths, provide actionable strategies, and give you the confidence to start your grant writing journey without hyperventilating. Whether you're a nonprofit staff member who just got voluntold for this job, a volunteer with good intentions, or an aspiring freelance grant writer ready to conquer the world, this foundation will serve you well—and our Certificate in Grant Writing course will take you even further.

What Are Grants? (And Why They're Not Free Money)

Before diving into how does grant writing work, it's crucial to understand what is a grant fundamentally. Think of a grant as a financial award given by an organization (the funder) to another entity (the grantee) to accomplish a specific purpose that aligns with the funder's mission and priorities. It's like a scholarship for your nonprofit's brilliant ideas.

Who gives grants varies widely, but think of it as a diverse ecosystem of do-gooders with checkbooks:

Types of Grants

Foundation Grants: Private foundations, family foundations, and corporate foundations distribute billions annually. These range from massive national foundations like the Gates Foundation (where the money flows like water) to scrappy community foundations serving specific geographic areas with the dedication of a small-town diner.

Corporate Grants: Companies provide grants as part of their corporate social responsibility initiatives. These often align with the company's business interests or community presence—because nothing says "we care" like strategically placed philanthropy.

Government Grants: Federal, state, and local government agencies offer grants for specific programs and initiatives. These tend to be highly competitive and have strict compliance requirements. Think of them as the overachieving students of the grant world—lots of rules, but the payoff can be substantial.

Tribal Grants: Charitable grants made from tribes to the community, funded through entrepreneurial income from tribal enterprises. These grants often support local community development, education, and cultural preservation initiatives.

Clubs and Associations: Organizations like Rotary clubs, Lions clubs, Kiwanis, and other civic associations provide smaller grants to support local community projects and initiatives. They're the friendly neighbors of the funding world—smaller checks, but often easier conversations.

Why Funders Give Money

Understanding funder motivations is key to successful grant writing—something we dive deep into in our Spark the Fire training programs (because knowledge is power, and power gets you funding). Funders don't give money out of generosity alone—they invest in organizations and projects that advance their mission and create measurable impact. They're looking for their money to work as hard as they do. They seek:

• Mission alignment: Your project must clearly connect to their priorities (no square pegs in round holes, please)

• Demonstrated capacity: Evidence you can successfully execute the proposed work without setting anything on fire

• Measurable outcomes: Clear ways to track and report impact (because "trust us, it'll be great" isn't data)

• Financial stewardship: Responsible use of funds with proper oversight (they want receipts, literally)

Common Restrictions and Reporting Requirements

Here's where grants get a little high-maintenance. They come with strings attached—more strings than a marionette convention. Common restrictions include:

• Specific use of funds (no general operating support—sorry, you can't use it for pizza Fridays)

• Geographic limitations

• Population requirements (serving specific demographics)

• Matching fund requirements (because they want you to have some skin in the game)

• Detailed financial and programmatic reporting

• Site visits and evaluations (yes, they might actually show up)

Understanding these requirements upfront helps you identify appropriate funding opportunities and avoid wasted effort on unsuitable grants. Our grant writing templates include checklists to help you navigate these requirements without losing your sanity.

What Is Grant Writing? (The Art of Professional Asking)

Grant writing definition: Grant writing is the process of researching, preparing, and submitting formal requests for funding to foundations, corporations, government agencies, and other grantmaking entities. It's far more than just writing—it's strategic project development, relationship building, and impact communication all rolled into one delightfully complex package.

Think of grant writing as pitching to funders rather than pitching to investors. While investors seek financial returns (show me the money!), funders seek social returns (show me the impact!). Your job is to demonstrate how their investment will create meaningful change aligned with their values and priorities.

How does grant writing work in practice? It's a systematic process that involves more moving parts than a Swiss watch:

1. Research: Identifying appropriate funders and understanding their priorities (detective work, but less dramatic)

2. Strategy: Aligning your project with funder interests (matchmaking for missions)

3. Development: Creating compelling narratives and realistic budgets (storytelling meets spreadsheets)

4. Writing: Crafting clear, persuasive proposals (where the magic happens)

5. Submission: Meeting deadlines and requirements precisely (no room for "close enough")

6. Follow-up: Building relationships regardless of funding outcomes (because rejection isn't personal, it's just business)

The goal isn't simply to get money—it's to create partnerships with funders who share your vision and want to support your success long-term. This strategic approach is exactly what we teach in our comprehensive Certificate in Grant Writing course, minus the overwhelming panic attacks.

Who Actually Writes Grants? (Spoiler: All Kinds of People)

Wondering about a grant writer career or considering a grant writer job? The field is more diverse than a college dining hall—and often just as surprising. Who writes grants includes:

Staff Grant Writers in Nonprofits

Many medium and large nonprofits employ full-time development staff who focus primarily on grant writing. These positions often combine grant writing with donor relations, event planning, and other fundraising activities. They're the Swiss Army knives of the nonprofit world.

Volunteers and Board Members

Smaller organizations often rely on volunteers with writing skills or board members with business backgrounds to handle grant applications. While passion is valuable (and we love passionate people), these volunteers benefit greatly from structured training like our Spark the Fire programs—because enthusiasm alone doesn't write budgets.

Freelancers and Consultants

Independent grant writers work with multiple organizations, bringing specialized expertise and fresh perspectives. This path offers flexibility and variety but requires strong business development skills—topics we cover extensively in our Business of Freelance Grant Writing course, because being brilliant at grant writing means nothing if you can't find clients.

Essential Skills for Success

Successful grant writers master several key competencies that would make a Renaissance person jealous:

Research Skills: Finding appropriate funders, understanding their guidelines, and staying current with funding trends (basically becoming a funding detective)

Storytelling Ability: Crafting compelling narratives that connect emotionally while providing concrete details (think Hemingway meets spreadsheet wizard)

Budget Development: Creating realistic, funder-aligned budgets that accurately reflect project costs (math that actually matters)

Project Management: Coordinating with team members, managing deadlines, and organizing complex information (herding cats, but professionally)

Relationship Building: Cultivating connections with funders and maintaining long-term partnerships (networking without the awkward small talk)

All of these skills are developed systematically in our Spark the Fire training programs, with hands-on practice and real-world application—because theory is nice, but practice pays the bills.

How to Learn Grant Writing (Without Going Broke or Insane)

Many beginners ask, "Do I need a grant writing degree to succeed?" The short answer is no. The long answer is also no, but with more explanation. While formal education can be helpful, it's neither necessary nor sufficient for grant writing success.

Are There Grant Writing Degrees?

Grant writing degrees are rarer than unicorns at a logic convention. Only one or two universities offer specific degree programs in grant writing. Most grant writers come from diverse educational backgrounds including nonprofit management, communications, business, social work, and liberal arts—proof that there are many paths to grant writing greatness.

Why You Don't Need a Degree to Succeed

Grant writing success depends more on practical skills than academic credentials. Funders care about results, not degrees. They want to know if you can deliver, not where you went to school. What matters is your ability to:

• Understand their priorities (reading comprehension, but make it strategic)

• Articulate compelling cases for support (persuasive writing that actually persuades)

• Manage projects effectively (organization skills that would make Marie Kondo proud)

• Build authentic relationships (human connection in a digital age)

The Spark the Fire Approach to Learning

At Spark the Fire Grant Writing Classes, we believe in practical, hands-on learning that gets results faster than you can say "fiscal year." Our approach includes:

Certificate in Grant Writing Course: Our comprehensive program provides everything you need to succeed, including:

• Step-by-step training modules (no overwhelming information dumps)

• Real-world templates and examples (because reinventing the wheel is overrated)

• Interactive assignments with feedback (practice makes progress)

• Ongoing community support (you're never alone in this journey)

• Lifetime access to updates and resources (because learning never stops)

Grant Writing Templates: Professional-grade templates that save time and ensure you don't miss critical components (like spell-check, but for grant requirements)

Live Training and Webinars: Regular sessions covering current trends, new strategies, and Q&A with experienced grant writers (because staying current is staying competitive)

Expert Guidance: Learn directly from Allison Jones and other successful grant writing professionals who've been in the trenches and lived to tell about it

🎓 Mini FAQ: Grant Writing Education

Do you need a degree to be a grant writer? No. Skills, results, and experience matter far more than formal credentials. Funders care about what you can do, not where you learned to do it.

Are there degrees in grant writing? Yes, but they're extremely rare. Most successful grant writers have diverse educational backgrounds—which actually makes them better at understanding different types of organizations.

What's better than a degree? Practical training combined with hands-on experience writing real proposals—exactly what our Certificate in Grant Writing course provides, without the student loan debt.

Are there certifications? Yes, and our Certificate in Grant Writing course provides industry-recognized training that employers and clients value more than theoretical knowledge.

Grant Writing vs. Fundraising: What's the Difference? (And Why It Matters)

Understanding grant writing vs fundraising helps clarify where grant writing fits within the broader development landscape—think of it as understanding the difference between a violin and an orchestra.

What Fundraising Includes

Nonprofit fundraising encompasses all revenue-generating activities, like a greatest hits album of money-making strategies:

• Individual donor cultivation and solicitation

• Special events and galas (the fun stuff)

• Capital campaigns (the big asks)

• Corporate sponsorships

• Planned giving programs (thinking long-term)

• Online crowdfunding (the modern frontier)

• Grant writing and foundation relations

How Grant Writing Fits Within Fundraising

Grant writing is a specialized subset of fundraising focused specifically on institutional funders. While individual donors might give because they love your mission or because your board member cornered them at a cocktail party, institutional funders typically have formal application processes, specific guidelines, and strategic priorities that would make a chess master proud.

Key Differences

Targeted Proposals vs. Broad Appeals: Grant writing involves highly customized proposals for specific funders (think bespoke suit), while other fundraising might use broader appeals to larger audiences (think off-the-rack that somehow fits everyone).

Formal Processes: Grants typically require structured applications with specific deadlines (no fashionably late submissions), while donor cultivation often happens on more flexible timelines.

Reporting Requirements: Grants usually include detailed reporting obligations (they want to know exactly what you did with their money), while individual donations typically require only acknowledgment and stewardship.

Shared Skills

Despite differences, grant writing shares crucial skills with other fundraising activities:

• Research: Understanding prospects and their motivations (stalking, but professionally)

• Storytelling: Communicating impact compellingly (making people care about your cause)

• Relationship Building: Cultivating long-term partnerships (because it's all about who you know, and who knows you)

Our Spark the Fire training covers how grant writing integrates with your overall development strategy for maximum effectiveness—because synergy isn't just a buzzword when it actually works.

The Grant Writing Process: 7 Beginner Steps (That Actually Work)

Ready to learn how to write a grant proposal step by step? This grant writing process provides the proven Spark the Fire framework that's helped countless beginners avoid the most common pitfalls:

Step 1: Decode the Guidelines Carefully (Your New Bible)

Before writing a single word, thoroughly analyze the funder's guidelines like you're decoding ancient scrolls. Look for:

• Eligibility requirements (can you actually apply?)

• Funding priorities (what they care about)

• Application deadlines (non-negotiable dates)

• Required components (what they want to see)

• Page limits and formatting requirements (yes, they count pages)

• Budget restrictions (how much you can ask for)

• Evaluation criteria (how they'll judge you)

Our grant writing templates include comprehensive checklists to ensure you address every requirement. Many proposals get rejected simply for failing to follow guidelines precisely—don't let yours be one of them.

Step 2: Build Your Narrative Skeleton (The Framework for Success)

Develop a clear structure before writing, like creating a blueprint before building a house. Most grant proposals include:

• Executive Summary: Concise overview of your request (the movie trailer of your proposal)

• Statement of Need: Compelling case for why the problem exists (break their hearts, then fix them)

• Project Description: Detailed explanation of your proposed solution (your brilliant plan)

• Goals and Objectives: Specific, measurable outcomes (what success looks like)

• Methodology: How you'll implement the project (your roadmap)

• Evaluation Plan: How you'll measure success (proving it worked)

• Budget: Detailed financial breakdown (where every dollar goes)

• Organization Capacity: Why you're qualified to do this work (your credentials)

Step 3: Rally Your Team and Gather Details (Herding Cats, Professionally)

Grant writing isn't a solo activity—it takes a village, and that village needs to be organized. Collaborate with:

• Program staff who will implement the project (the doers)

• Finance team for budget development (the number crunchers)

• Evaluation specialists for outcomes measurement (the proof providers)

• Communications team for supporting materials (the storytellers)

• Leadership for strategic oversight (the decision makers)

Our project management templates help you coordinate team input efficiently and keep everyone on track without multiple nervous breakdowns.

Step 4: Develop a Realistic, Funder-Aligned Budget (Math That Matters)

Your budget should be like a well-tailored suit—perfectly fitted and impressive. It should:

• Reflect true project costs accurately (no wishful thinking)

• Align with funder restrictions and priorities (play by their rules)

• Include appropriate indirect costs if allowed (don't leave money on the table)

• Demonstrate fiscal responsibility (you're trustworthy with money)

• Match the narrative description exactly (consistency is key)

Our budget templates and training modules walk you through this process step-by-step, including common budget categories like personnel, fringe benefits, travel, equipment, supplies, contractual services, and indirect costs.

Step 5: Write Your Narrative Fast and Furiously (Then Polish Until It Shines)

Get your first draft written quickly without worrying about perfection—perfectionism is the enemy of done. Focus on:

• Clear, concise language (no academic jargon allowed)

• Logical flow between sections (lead them by the hand)

• Compelling storytelling with concrete details (make them care)

• Alignment with funder priorities (speak their language)

• Evidence-based arguments (facts are your friends)

Then revise extensively, focusing on clarity, persuasiveness, and adherence to guidelines. Our editing checklists help ensure nothing falls through the cracks.

Step 6: Prepare Attachments and Supporting Documents (The Supporting Cast)

Organize all required attachments like you're preparing for the most important presentation of your life:

• IRS determination letter (proof you're legit)

• Audited financial statements (financial transparency)

• Board of directors list (your leadership team)

• Letters of support from partners (your cheerleaders)

• Staff resumes and biographies (your talent roster)

• Organizational chart (who does what)

• Case studies or success stories (proof of concept)

Step 7: Review, Edit, and Submit Early (The Final Sprint)

Final review should include everything and then some:

• Proofreading for grammar and spelling (because typos kill credibility)

• Checking all requirements against your checklist (cross every t, dot every i)

• Ensuring attachments are complete and organized (no missing pieces)

• Verifying submission method and deadline (double-check everything)

• Creating backup copies (technology fails when you need it most)

Submit at least 24-48 hours before the deadline to avoid technical issues and last-minute panic attacks. We actually recommend submitting two weeks early, and we teach you how to do just that.

Essential Grant Writing Tips for Beginners (Wisdom from the Trenches)

These grant writing tips from Spark the Fire will help beginner grant writers avoid common pitfalls and accelerate their learning without pulling their hair out:

Start with a Real Project for Hands-On Learning

Theory only goes so far—you need to get your hands dirty. Apply your learning immediately by working on an actual grant proposal. This might be for your own organization or as a volunteer for a local nonprofit. Real deadlines and stakes accelerate learning dramatically—which is why our Certificate in Grant Writing course includes practical assignments that feel like the real thing because they are the real thing.

Treat It Like Project Management, Not Just Writing

How to start grant writing successfully requires understanding it's primarily project management with writing as one component. Develop systems for:

• Research and prospect tracking (organized stalking)

• Deadline management (calendar mastery)

• Team coordination (herding cats effectively)

• Document organization (finding things when you need them)

• Relationship cultivation (professional networking)

Our comprehensive training includes project management tools and templates specifically designed for grant writers who want to stay sane.

Overcome Imposter Syndrome Through Practice

Every grant writer starts as a beginner, including the ones who seem to have supernatural powers. Don't let imposter syndrome prevent you from applying to opportunities or taking on challenging projects. Confidence comes through practice and success, not the other way around. Our supportive community and mentorship approach help you build confidence from day one—because everyone needs cheerleaders.

Think in Systems and Repeatable Processes

Develop templates, checklists, and standard operating procedures that would make a efficiency expert weep with joy. This saves time and ensures consistency across proposals. Create systems for:

• Funder research and tracking

• Proposal development workflows

• Budget templates

• Standard organizational information

• Follow-up processes

All of these systems are included in our Spark the Fire training programs and template library—because why reinvent the wheel when you can improve it?

Don't Go It Alone—Join Our Community

Connect with other grant writers through our exclusive Spark the Fire community. When you join our Certificate in Grant Writing course, you gain access to:

• Private online community of fellow students (your new best friends)

• Regular Q&A sessions with Allison Jones (direct access to expertise)

• Peer feedback on your proposals (fresh eyes catch what you miss)

• Networking opportunities (because it's all about connections)

• Ongoing support throughout your career (we're here for the long haul)

Learning from others' experiences accelerates your growth and provides ongoing support throughout your career—plus, grant writing is more fun with friends.

The Grant Funding Landscape: Where the Money Actually Lives

Understanding grant funding sources and nonprofit funding trends helps you make strategic decisions about where to focus your efforts—insights we regularly share in our Spark the Fire blog and webinars because knowledge is power, and power gets you funding.

How Much Nonprofit Revenue Comes from Grants

According to recent data, grants and government funding typically comprise 20-30% of total nonprofit revenue, though this varies significantly by organization size and sector. Foundation grants represent a smaller but crucial portion of this funding—think of it as the specialized tool in your fundraising toolkit.

Trends in Foundation Giving and Government Support

Current trends affecting the funding landscape include developments that would make a trend forecaster dizzy:

Increased Focus on Equity: Funders increasingly prioritize organizations and projects that address systemic inequities and center marginalized communities. Social justice isn't just trendy—it's funded.

Outcomes Measurement: Growing emphasis on measurable impact and evidence-based approaches. Numbers don't lie, and funders love data that proves their money is working.

Capacity Building: Recognition that organizations need infrastructure support, not just program funding. Sometimes you need to invest in the foundation before building the house.

Collaborative Funding: Multiple funders joining together to support larger initiatives. Team funding is becoming the new normal.

Technology Integration: Digital tools for application submission, reporting, and relationship management. The future is digital, and it's here now.

We keep our students updated on these trends through our regular webinars and blog posts—because staying current is staying competitive.

Why Grants Are Part of a Healthy Revenue Mix

Smart organizations diversify their funding sources rather than putting all their eggs in one basket. A balanced revenue portfolio might include:

• Individual donations (40-50%)

• Grants and foundation support (20-30%)

• Earned revenue (15-25%)

• Government contracts (10-20%)

• Special events and other sources (5-10%)

Economic Shifts That Impact Grant Funding

External factors affecting grant availability include forces beyond anyone's control:

• Economic recessions reducing foundation endowments

• Political changes affecting government priorities

• Corporate profits influencing business giving

• Social movements shifting funder priorities

• Natural disasters redirecting emergency funding

Understanding these cycles helps you plan strategically and adjust expectations accordingly—topics we explore in depth in our advanced training modules because preparation prevents panic.

Why Grant Writing Is a Valuable Career Skill (And Why You Should Care)

A grant writing career offers unique advantages in today's nonprofit landscape that would make other professions jealous:

Rising Demand for Skilled Grant Writers

The nonprofit sector continues growing, with organizations increasingly recognizing that effective grant writing requires specialized skills—not just good intentions and a laptop. This creates opportunities for both staff positions and freelance work—career paths our graduates successfully pursue with confidence and competence.

Nonprofits Depend on Diverse Funding Streams

Organizations that successfully diversify funding sources are more resilient and sustainable than those putting all their eggs in one fundraising basket. Grant writing skills contribute directly to organizational stability and growth—making you valuable to any nonprofit worth its salt.

Career Options: In-House, Freelance, Consulting

Grant writing skills open multiple career paths that fit different lifestyles:

In-House Positions: Development coordinator, grants manager, director of development roles in nonprofits (steady paycheck, benefits, office friends)

Freelance Grant Writing: Working independently with multiple clients, offering flexibility and variety (be your own boss, set your own schedule)

Consulting: Providing strategic guidance on fundraising and development beyond just writing (high-level advisory work that pays well)

Hybrid Roles: Many positions combine grant writing with other responsibilities like donor relations or program management (variety is the spice of work life)

Our Certificate in Grant Writing course prepares you for all of these career paths with specialized modules for each track—because one size doesn't fit all careers.

Fulfillment: Advancing Community Impact Through Writing

Grant writing offers the satisfaction of directly contributing to positive social change without having to run a nonprofit yourself. Your words and strategic thinking help organizations secure resources to serve communities, address social problems, and create lasting impact—it's like being a superhero, but with better work-life balance.

How to become a grant writer with Spark the Fire offers:

• Competitive preparation for salaries ranging from $35,000-$80,000+ depending on experience and location

• Skills for flexible work arrangements (many positions allow remote work)

• Continuous learning opportunities through our alumni network (intellectual stimulation)

• Direct connection to mission-driven work (purpose-driven career)

• Transferable skills valuable across sectors (flexibility for life changes)

Next Steps: Your Path Forward with Spark the Fire (The Fun Begins Here)

Ready to begin your grant writing journey without the overwhelming terror? Here's how Spark the Fire can accelerate your success:

Start with Our Certificate in Grant Writing Course

Our comprehensive Certificate in Grant Writing provides everything you need to succeed, like a Swiss Army knife for grant writers:

• 8 comprehensive modules covering every aspect of grant writing (no stone left unturned)

• Professional templates and tools that save hours of work (efficiency meets effectiveness)

• Real-world case studies from successful proposals (learn from winners)

• Interactive assignments with personalized feedback (practice with purpose)

• Six months of focused access to course materials and updates (motivation meets mastery)

• Exclusive community of fellow grant writers (your new professional family)

• Direct access to instructor Allison Jones (expertise when you need it)

Access Our Professional Templates

Save time and ensure professional quality with our grant writing templates that work like magic:

• Proposal templates for every section (starting points that actually start well)

• Budget worksheets and calculators (math made manageable)

• Research and tracking tools (organization that works)

• Project management checklists (staying on track without stress)

• Follow-up and stewardship templates (relationship building made easy)

Join Our Live Training Events

Stay current with monthly webinars covering topics that matter:

• Latest funding trends and opportunities (insider information)

• Advanced grant writing strategies (level up your skills)

• Q&A sessions with experienced professionals (get your questions answered)

• Guest experts from the foundation world (learn from the source)

• Student success stories and case studies (inspiration and instruction)

Follow Our Blog for Ongoing Education

Our Spark the Fire blog provides regular insights that keep you sharp:

• Grant writing best practices (tips that work)

• Funder spotlights and opportunities (money maps)

• Industry trends and analysis (staying ahead of the curve)

• Success stories from our community (proof that it works)

• Free resources and tools (value that keeps giving)

Get Started Today (No More Excuses)

Don't wait until you feel completely ready—you'll never feel completely ready, and that's perfectly normal. Start with our introductory resources and build from there:

1.     Read our blog for weekly tips and expert insights (knowledge that keeps you sharp)

2.     Review our full curriculum to see exactly what you'll learn (transparency builds trust)

3.     Join our email list for updates and announcements (stay in the loop)

4.     Enroll in our Certificate in Grant Writing course when you're ready to commit (transformation starts here)

5.     Join our community of successful grant writers (support that lasts)

Focus on continuous improvement rather than perfection—perfection is overrated anyway. Each proposal teaches valuable lessons, regardless of the outcome. Build on small successes to tackle increasingly complex and competitive opportunities.

✨ Bonus FAQ: Common Beginner Questions (The Real Talk Section)

Can Anyone Apply for a Grant?

Not exactly—grants aren't quite as democratic as voting. Most grants have specific eligibility requirements including:

• Tax-exempt status: Many grants require 501(c)(3) status (the nonprofit golden ticket)

• Geographic restrictions: Local, state, or regional limitations (location matters)

• Population focus: Serving specific demographics or communities (target audience requirements)

• Organizational capacity: Minimum budget, staff, or experience requirements (proving you can handle it)

• Mission alignment: Working in funder's priority areas (shared values required)

Always review eligibility criteria carefully before investing time in an application—our research templates help you track these requirements efficiently without losing your mind.

How Long Does It Take to Learn Grant Writing?

With focused effort and practical application through our Spark the Fire programs, most people can develop basic grant writing competency in 3-6 months—faster than learning to drive stick shift, but about the same time commitment. Our Certificate in Grant Writing course is designed to get you writing competitive proposals within 90 days of starting the program.

Achieving advanced skills typically takes 12-18 months of consistent practice. However, learning continues throughout your career as you encounter new funders, program areas, and funding trends—which is why our alumni community and ongoing resources are so valuable. It's like continuing education, but actually useful.

Factors affecting learning speed include:

• Prior writing experience (helps, but isn't required)

• Nonprofit sector knowledge (useful background)

• Time dedicated to practice (consistency beats intensity)

• Quality of training and mentorship (that's where we excel!)

• Opportunities for hands-on application (practice makes progress)

Is Grant Writing a Good Career?

Grant writing can be an excellent career for people who enjoy:

• Research and analysis (detective work for good causes)

• Strategic thinking and problem-solving (puzzles with purpose)

• Writing and communication (words that work)

• Mission-driven work (meaning in your Monday morning)

• Project management (organized chaos)

• Building relationships (networking with heart)

The career offers flexibility, competitive compensation, and direct contribution to social good. However, it also involves strict deadlines, competition, and dealing with rejection—kind of like dating, but with better long-term prospects. Our training prepares you for all aspects of the profession, including how to handle the psychological challenges without developing stress-related disorders.

How Much Do Grant Writers Make?

Grant writer salaries vary by factors that would make an economist happy:

• Geographic location: Higher in major metropolitan areas (city living costs more, pays more)

• Experience level: Entry-level vs. senior positions (experience pays)

• Organization size: Larger nonprofits typically pay more (economies of scale)

• Sector focus: Healthcare and education often pay premium salaries (specialization pays)

• Employment type: Staff vs. freelance vs. consultant (different models, different money)

Salary Ranges:

• Entry-level: $35,000-$45,000 (everyone starts somewhere)

• Mid-level: $45,000-$65,000 (experience pays off)

• Senior-level: $65,000-$85,000+ (expertise has value)

• Director-level: $75,000-$100,000+ (leadership pays well)

Freelance rates typically range from $35-$125 per hour or $500-$5,000+ per proposal, depending on complexity and writer experience.

Our Business in Freelance Grant Writing course includes modules on pricing your services and negotiating fair compensation—because knowing your worth is step one to getting paid what you're worth.

What's the Hardest Part of Grant Writing?

Common challenges include obstacles that would test anyone's patience:

Tight Deadlines: Managing multiple proposals with overlapping deadlines requires excellent project management skills—which our templates and systems address so you don't lose sleep (or sanity).

Complex Guidelines: Deciphering funder requirements and ensuring compliance can be time-consuming and stressful—our research tools simplify this process without dumbing it down.

High Competition: Success rates for many grants are 10-20%, meaning rejection is common and normal. We teach resilience strategies and how to learn from every application—because rejection isn't personal, it's statistical.

Coordinating Teams: Gathering information from multiple stakeholders within tight timeframes tests patience and diplomacy—skills we develop through practical exercises that don't involve actual combat.

Staying Current: Keeping up with changing funder priorities and funding trends requires ongoing research and networking—provided through our community and ongoing education.

Despite these challenges, our students find the work rewarding and develop strategies to manage these difficulties effectively—plus, every job has challenges, but not every job funds good work in the world.

Conclusion: Transform Your Career with Spark the Fire Grant Writing Classes

Grant writing is both an art and a science—combining creative storytelling with strategic analysis, relationship building with technical writing, and passionate advocacy with rigorous project management. At Spark the Fire Grant Writing Classes, we've helped hundreds of students develop grant writing skills and launch successful grant writer careers through our proven training methods that actually work in the real world.

Whether you're seeking to enhance your current nonprofit role or exploring how to become a grant writer professionally, our Certificate in Grant Writing course provides the comprehensive foundation you need for success. You'll learn not just how to write grants, but how to think strategically about funding, build lasting relationships with funders, and create sustainable funding streams for the causes you care about—skills that will serve you for your entire career.

Remember that every expert was once a beginner who felt overwhelmed and slightly terrified. Allison Jones, founder of Spark the Fire, started her grant writing journey with curiosity and determination—the same qualities that will drive your success. With our structured training, professional templates, supportive community, and ongoing resources, you'll have everything needed to thrive in this rewarding field without the usual struggle and confusion.

Your grant writing journey doesn't have to be a solo struggle filled with Google searches at midnight. Join the Spark the Fire community and discover how our proven methods, practical tools, and expert guidance can accelerate your path to success while keeping your sense of humor intact.

Ready to get started? Visit our website to explore our Certificate in Grant Writing course, download free resources, and join the thousands of professionals who've transformed their careers through Spark the Fire Grant Writing Classes—because the world needs more skilled grant writers, and you could be one of them.

The nonprofit sector needs skilled, dedicated grant writers who can help organizations secure the resources necessary to create positive change in communities worldwide. Let us help you become one of them—with significantly less stress and considerably more success than figuring it out on your own.

How to Create Compelling Grant Writing Samples That Win Jobs and Clients

In the competitive world of grant writing, your portfolio can make or break your next opportunity. Along with professional certifications, writing samples are among the most requested materials for demonstrating your expertise. They showcase not just your technical skills, but your ability to craft persuasive narratives that reach what I like to call the "of course factor"—that moment when funders think "of course that makes sense" and "of course I want to fund that."

Why Writing Samples Are Essential

When potential employers or clients evaluate grant writers, they're looking for three critical elements: exceptional writing mechanics, strategic thinking, and the ability to tell a compelling story. While a certificate proves you've completed coursework and understand best practices, a writing sample proves you can deliver results.

Your samples demonstrate your command of grammar and spelling—the basic requirements for any professional writer. More importantly, they reveal your strategic approach to framing proposals. Can you position a project to align with a funder's priorities? Do you understand how to build a logical case that moves from problem identification through solution implementation? These sophisticated skills only become apparent through actual writing samples.

The challenge is that your best work often belongs to someone else.

Navigating Confidentiality Without Compromising Quality

Most grant writers face the same dilemma: their strongest proposals contain confidential organizational and financial information that can't be shared freely. The solution isn't to abandon these samples—it's to thoughtfully adapt them while preserving their impact.

Skip the Black Redaction Approach

Nothing kills readability like a document peppered with thick black rectangles. When large portions of text are blacked out, the writing loses its flow, and your potential employer can't assess your actual capabilities. You're essentially asking them to evaluate Swiss cheese.

Avoid Generic Placeholder Names

Don't fall into the "ABC Organization with DEF Program" trap. Acronyms without context force readers to work harder to understand your narrative. Human brains naturally seek stories and meaning—when you use meaningless placeholders, you're fighting against cognitive processing.

Instead, create realistic replacement names that maintain the proposal's authenticity. If you wrote for a youth mentoring nonprofit, rename it something like "Community Youth Connections" with a program called "Pathways to Success Mentoring Initiative." These names immediately convey the organization's mission and program focus, allowing readers to follow your narrative without mental gymnastics.

Handle Financial Information Strategically

Remove all budget figures, financial data, and funding amounts entirely. Don't replace them with placeholder numbers—simply delete them. Potential clients don't need to see dollar amounts unless they're specifically evaluating your budgeting accuracy. What they need to see is your ability to structure logical budget narratives, justify expenses, and demonstrate cost-effectiveness conceptually.

Creating Professional Sample Headers

At the top of each writing sample, include a brief header that serves multiple purposes. This header should contain:

• A disclaimer that organization and program names have been changed for confidentiality

• A note that all financial information has been removed for privacy purposes

• A strategic statement explaining why you've included this particular sample and how it demonstrates your approach to matching proposals with specific grantmaker priorities

For example: "Organization and program names have been changed to protect confidentiality. All financial information has been removed for privacy purposes. This sample demonstrates my approach to private foundation grants, specifically how I align educational programming with the Robert Wood Johnson Foundation's commitment to building a culture of health through community-based initiatives."

This header immediately signals professionalism while giving context for your strategic thinking.

The Head and Heart Balance

Strong grant proposals engage both analytical and emotional decision-making. Your samples should demonstrate this dual approach:

The Head: Data-Driven Evidence Include proposals that showcase your ability to present compelling statistics, research findings, and measurable outcomes. Demonstrate how you use data to build credible arguments for funding necessity and program effectiveness.

The Heart: Human Stories Balance hard data with authentic storytelling. Include client testimonials, case studies, or narrative descriptions that help funders connect emotionally with your cause. Show how you bring abstract problems to life through concrete human experiences.

Curating Your Portfolio: Quality Over Quantity

You don't need an extensive collection—focus on strategic diversity. Aim for three distinct samples that demonstrate your versatility:

Government Grant Sample Choose a federal, state, or local government proposal that shows your ability to navigate complex application requirements and speak the language of public funding priorities.

Private Foundation Sample Select a foundation proposal that demonstrates your research skills and ability to align project goals with philanthropic giving strategies.

Corporate Grant Sample Include a corporate proposal that showcases your understanding of business priorities and corporate social responsibility objectives, as well as your ability to articulate the economic impact of the grant funding.

This trio proves you can adapt your writing style and strategic approach based on different funder types and their unique evaluation criteria.

The In-Person Portfolio Strategy

Resist the urge to email samples ahead of interviews. Instead, bring them as physical copies in a professional portfolio or folder. This approach serves multiple purposes:

You maintain control over your intellectual property while still demonstrating your capabilities. Present the samples during the interview, allow time for review and discussion, then take them with you when you leave.

This strategy also creates a more interactive interview experience. You can walk through your strategic decisions, explain your research process, and demonstrate your expertise in real-time rather than hoping your samples speak for themselves in someone's inbox.

For a complete guide to what materials to bring to grant writing interviews and how to present yourself professionally, check out our Business of Freelance Grant Writing course and Freelance Grant Writer Template Packet.

Planning for Future Success

Building a strong sample portfolio requires advanced planning. If you're early in your career or transitioning into grant writing, consider strategic volunteer opportunities—but only if you can negotiate sample retention rights upfront.

Before beginning any volunteer work, establish a clear agreement that you retain the right to use adapted versions of your writing for future portfolio purposes. This ensures you're building career assets while contributing to worthy causes.

For established professionals, regularly assess your current samples. Are they recent enough to reflect current best practices? Do they represent the types of clients or causes you want to attract? Your portfolio should evolve with your career goals.

Creating compelling writing samples requires balancing confidentiality, authenticity, and strategic positioning. By thoughtfully adapting your best work while preserving its impact, you can build a portfolio that opens doors to your next great opportunity.

Ready to strengthen your grant writing credentials? Learn more about our comprehensive Grant Writing Certificate Program to build the foundational skills that make samples shine.

What tips or questions do you have about writing samples for grant writing? We'd love to hear from you! Comment below.

Impact Words that Win Grants

The difference between "We help people" and "We serve 300 families annually" isn't just word choice—it's the difference between getting funded and getting overlooked.

Impact language is about precision, not complexity. Sharper, not longer. But exceptional grant writing goes beyond clarity—it transforms how you present both your work and the people you serve.

The Foundation: Action Verbs

Action verbs create immediacy and energy in your writing. Instead of passive phrases like "assistance is provided" or "services are offered," use active language: "we deliver," "we connect," "participants achieve." Action verbs make your work sound immediate and results-focused.

Compare these examples:

• Passive: "Support is given to families"

• Active: "We support families"

• Action-focused: "Families build financial stability"

Notice how the progression moves from vague to specific to empowered.

The Next Level: Empowering Language

Empowering language positions program participants as the heroes of their own stories, not passive recipients of services. This approach recognizes people's inherent strengths, agency, and capacity for growth. Instead of describing what your organization does TO people, describe what people accomplish WITH your support.

Person-first language puts the person before their circumstances or characteristics. This means saying "adults experiencing homelessness" rather than "the homeless," or "young people ages 14-18" instead of "at-risk youth." Person-first language recognizes that circumstances don't define people—they're individuals with goals, dreams, and capabilities who happen to be navigating challenges.

Compare these approaches:

• Service-centered: "We provide financial literacy classes to low-income families"

• Person-centered: "Parents increase their savings and reduce debt through our financial coaching program"

The second version puts people first, uses empowering language about what they accomplish, and positions your organization as the supportive resource rather than the primary actor. This shift matters because funders increasingly want to see that organizations respect and recognize participants' agency and potential.

Here are 15 phrase upgrades that incorporate these principles and will make your next proposal more compelling and credible.

Problem Identification

1. Replace general populations with person-first, specific demographics

• Weak: "Many seniors struggle with isolation"

• Impact: "Over 2,000 adults ages 65+ in our county experience chronic isolation"

• Why it works: Person-first language with specific numbers and demographics

2. Replace "struggle with" with empowering, action-oriented language

• Weak: "Families struggle with food insecurity"

• Impact: "Families work to overcome irregular meals and nutritional gaps"

• Why it works: Acknowledges effort and resilience rather than depicting people as victims

3. Replace vague statistics with local, person-centered ratios

• Weak: "Homelessness is a growing problem"

• Impact: "1 in 8 students in our district seeks stable housing solutions"

• Why it works: Shows agency while making the issue immediate and local

4. Replace "there is a need" with community-voiced evidence

• Weak: "There is a need for mental health services"

• Impact: "Community members report a 6-month wait for counseling services"

• Why it works: Centers community voice rather than organizational assumption

Solution Positioning

5. Replace organization-centered language with participant achievements

• Weak: "We provide job training"

• Impact: "Participants achieve welding certification and connect to employers through our resources"

• Why it works: Participants are the heroes; your organization provides support

6. Replace "program" with participant-focused descriptions

• Weak: "Our youth program serves at-risk teens"

• Impact: "Young people ages 14-18 build leadership skills through mentorship partnerships"

• Why it works: Person-first language that focuses on growth, not deficits

7. Replace "we offer services" with what participants accomplish

• Weak: "We offer comprehensive support"

• Impact: "Participants navigate housing options, access benefits, and secure employment"

• Why it works: Shows people taking active steps toward their goals

8. Replace "we will implement" with participant-centered outcomes

• Weak: "We will implement evidence-based practices"

• Impact: "Participants benefit from the nationally recognized Housing First approach"

• Why it works: Centers the people who benefit rather than organizational actions

Outcome Description

9. Replace "will help" with measurable changes

• Weak: "The program will help participants succeed"

• Impact: "Participants increase their income by an average of 40%"

• Why it works: Reviewers see concrete return on investment

10. Replace "better outcomes" with quantified improvements

• Weak: "Students achieve better academic outcomes"

• Impact: "Students improve reading levels by 1.5 grades in 6 months"

• Why it works: Specific metrics demonstrate real progress

11. Replace future promises with past performance

• Weak: "We expect to reduce recidivism"

• Impact: "Our graduates show 15% lower re-arrest rates than county average"

• Why it works: Track record beats promises every time

12. Replace "positive impact" with specific participant transformations

• Weak: "Our work creates positive impact in the community"

• Impact: "Families transition from emergency shelter to permanent housing within 90 days"

• Why it works: Shows the human transformation and participant agency in achieving goals

Organizational Credibility

13. Replace "we believe" with "our experience shows"

• Weak: "We believe in community-centered approaches"

• Impact: "Our 15-year track record demonstrates that resident-led initiatives succeed"

• Why it works: Experience carries more weight than philosophy

14. Replace "we are committed to" with "we have successfully"

• Weak: "We are committed to serving diverse populations"

• Impact: "We have successfully served clients speaking 12 different languages"

• Why it works: Actions speak louder than intentions

15. Replace "we plan to" with current capacity

• Weak: "We plan to leverage community partnerships"

• Impact: "We currently collaborate with 15 local organizations"

• Why it works: Shows existing infrastructure rather than future hopes

Character Count Reality Check

You'll notice that many of the improved examples are slightly longer than the originals. That's okay—and often necessary. The goal isn't fewer words; it's more impactful words.

Person-first language and specific details naturally require more characters, but they're worth every keystroke. "Adults ages 55+ earn welding certifications" uses more characters than "seniors get job training," but it's infinitely more compelling to funders.

The real test: Does each additional word work hard? If you're adding empty phrases like "innovative and comprehensive" or "cutting-edge approach," cut them. But if you're adding specifics, demographics, or empowering language that shows participant agency, those extra characters earn their place.

Put It Into Practice

Ready to transform your next proposal? Pick 3 phrases from your current draft and upgrade them using the principles above. Focus on replacing weak verbs with action verbs, and vague statements with specific, measurable language.

For grant writers who want to go deeper, our Action Words for Grant Writing e-book provides 200+ carefully selected verbs organized by program type—from direct service to advocacy to capacity building. It's designed specifically for nonprofit professionals who want to transform their proposal language from ordinary to outstanding.

The difference between a funded proposal and a rejection often comes down to these small but crucial word choices. Start with these 15 phrases, and watch your proposals become more compelling, more credible, and more successful.

Best Nonprofit Conferences for Grant Writers in 2025-2026

At Spark the Fire, we believe that professional development should be both practical and meaningful. Conferences aren’t just about brushing up on skills—they’re about building community, nurturing your mission, and discovering the clarity to keep doing the work that matters.

Whether you're a grant writer, nonprofit leader, or community builder, the right conference can ignite new ideas and deepen your purpose. Below, we’ve curated our favorite 2025 and 2026 events with that in mind. These are the conferences we return to again and again—because they align with our values and deliver real impact.

🔥 1. GrantSummit | Grant Professionals Association (GPA)

We’re putting this one first—and yes, we’re a little biased. GrantSummit is the leading national conference dedicated solely to the grant profession. It’s four full days of learning, connection, and practical strategy for those who write, manage, or consult on grants.

The world of grants is constantly shifting—government priorities change, funders evolve, and new tools emerge. This conference is where you go to stay ahead of the curve. You’ll find expert-led sessions on everything from building a logic model to navigating the ethics of AI. It’s a space where you can explore business models for consulting, hear what’s working for peers across sectors, and gain insight into the challenges both funders and nonprofits are facing today.

One of the biggest draws is the people. GrantSummit is packed with professionals who care deeply about doing meaningful work. The networking happens not just in hallways and happy hours, but in the sessions themselves—collaborative, thoughtful conversations that spark new ideas and often lead to long-term partnerships.

Whether you're seeking strategies for managing lost federal revenue, designing more compelling budgets, or simply looking to feel reinspired, GrantSummit delivers. It’s a must-attend for anyone serious about mastering the art and practice of grant writing.

• Date: October 2025

• Location: Baltimore, MD

• Cost: ~$900

• Website: www.grantprofessionals.org

🔥 2. Nonprofit Storytelling Conference

This isn’t just another conference—it’s a masterclass in how to use storytelling to raise more money, deepen donor relationships, and inspire real change. The Nonprofit Storytelling Conference is known for its generous spirit, actionable content, and beautifully curated experience, welcoming approximately 1,200 individuals.

Over three days, you’ll explore how to craft messages that resonate—from donor appeals to case statements to campaign videos. You’ll walk away with practical tools to strengthen every piece of donor communication—and you'll see the difference in your results. Better responses. More gifts. And more confidence in your voice as a fundraiser or communicator.

This conference focuses on results, not just theory. Attendees consistently say it pays for itself—and then some. What sets it apart is the thoughtful attention to detail, including cozy touches like giving each attendee a blanket to keep warm in the session rooms. It's a small gesture, but it speaks volumes about how they value comfort, community, and care.

If you're looking to raise more money using story—and feel good about how you're doing it—this is the room to be in.

• Date: November 13–15, 2025

• Location: Location Changes; San Diego, CA in 2025

• Cost: ~$1,100

• Website: www.nonprofitstorytellingconference.com

🔥 3. AFP ICON | Association of Fundraising Professionals

Known as the largest gathering of fundraising professionals in the world, AFP ICON offers something for everyone—from annual fund managers and grant writers to major gift officers, consultants, and nonprofit executives. What makes this conference stand out is its scale: more than 3,000 fundraisers from across the globe come together to learn, connect, and innovate.

The session lineup covers every aspect of fundraising, including grant writing, donor stewardship, campaign planning, corporate partnerships, and DEI in development. You’ll hear from some of the top voices in the field, engage in powerful panel discussions, and come away with tested strategies to grow your fundraising results.

It’s a large conference, but it doesn’t feel impersonal—especially if you carve out time to attend a smaller workshop or networking group. It’s also a great opportunity to earn CFRE credits while staying on top of trends shaping our field.

If you’re looking to sharpen your skills while gaining a wide-angle view of the fundraising landscape, AFP ICON is a solid investment.

• Date: April 2026

• Location: San Diego, CA

• Cost: ~$1,500–$2,000 (early bird and member discounts available)

• Website: www.afpicon.com

🔥 4. Nonprofit Impact Conference | Nonprofit Association of Oregon (NAO)

This is NAO’s inaugural statewide conference—and they’re setting the bar high. What makes this event stand out? For starters, they pay their speakers. In a field where expertise is often undervalued, NAO offers honoraria ranging from $800–$1,500, depending on session length and format. It’s a meaningful commitment to equity, professionalism, and respect for the time and talent of presenters.

But this two-day experience is just as valuable for attendees. The Nonprofit Impact Conference brings together hundreds of nonprofit leaders from across the Pacific Northwest for a dynamic mix of breakout sessions, deep-dive workshops, field trips, networking activities, panel discussions, and expert “office hours.” The programming is designed to keep you engaged, inspired, and connected.

If you're looking for a conference that walks the talk—centering insight, innovation, and community impact—this is a strong new entry worth watching (and attending).

• Date: October 21–22, 2025

• Location: Portland, OR + Virtual

• Cost: ~$400

• Website: www.nonprofitoregon.org

🔥 5. Nonprofit Consulting Conference | Funding for Good

This in-person event is one of the only conferences designed exclusively for nonprofit consultants—making it a perfect fit for grant writers transitioning to consulting or looking to grow a sustainable business. Hosted in beautiful Asheville, NC, at the Sierra Nevada Brewing Company complex, it’s 2.5 days of deep learning, connection, and strategy.

Expect practical, business-focused sessions on branding, pricing, client pipelines, AI tools, work-life balance, scaling services, and more. Early-bird pricing saves $200 and includes access to a pre-conference virtual networking session. The attendee experience is powerful: peer mentoring, breakout groups, and a community designed to support consultants at any stage of growth.

• Date: September 16–18, 2025

• Location: Asheville, NC (Sierra Nevada Brewing Company)

• Cost: ~$1,000

• Audience: ~200 nonprofit consultants and practitioners

• Website: nonprofitconsultingconference.org

🔥 6. Annual Conference | Montana Nonprofit Association (MNA)

Don’t underestimate this one—it may be regional, but the Montana Nonprofit Association conference consistently delivers big value. Held in a different city each year, the 2025 event takes place in Billings and includes both in-person and online options.

Drawing around 300 attendees, this conference brings together a diverse and dedicated cross-section of nonprofit leaders, fundraisers, and grant professionals from across Montana and beyond. You’ll find thoughtful sessions on grant readiness, leadership, DEI, financial strategy, rural community challenges, and more. The hybrid format makes it accessible even if you can’t travel—and the in-person gathering is known for its warmth and strong peer-to-peer connections.

If you're based in the Mountain West or serving rural communities, this is a smart choice that offers relevant, relatable insight—and a real sense of belonging.

• Dates:

• Virtual: September 15–19, 2025

• In-Person (Billings): September 25–26, 2025

• Location: Rotates throughout Montana (2025: Billings, MT)

• Cost: ~$450

• Website: www.mtnonprofit.org

🔥 7. Central Washington Conference for the Greater Good

This conference is a gem—small but mighty, deeply rooted in the communities it serves. Held annually in Toppenish, WA, at Heritage University, it draws around 200+ attendees and offers bilingual content in English and Spanish. It’s designed for nonprofits in rural and Central Washington communities, with a focus on equity, connection, and hands-on tools that strengthen organizations from the inside out.

The 2025 theme, Connected Roots. Collective Power, captured the spirit of the event beautifully. Participants gathered to build skills in fundraising, leadership, community advocacy, budgeting, and emotional resilience. Every workshop was built around action—and 100% of attendees reported they left with something they could immediately apply.

What sets this conference apart is its heart. From interactive workbooks to “Ask a Consultant” sessions to the Hive Mind Exchange, the format encourages collaboration, courage, and conversation. This is the conference where you not only take notes—you take next steps.

• Date: June 2026

• Location: Toppenish, WA

• Cost: ~$125

• Audience: ~210 participants from 120+ organizations

• Website: www.centralwanonprofits.org

🔥 8. Idaho Annual Nonprofit Conference | Idaho Nonprofit Center

Hosted by the Idaho Nonprofit Center, this is the state’s flagship event for nonprofit leaders, fundraisers, board members, and changemakers working across rural and urban communities. If you’re looking for inspiration, collaboration, and actionable tools to strengthen your organization, this two-day conference delivers.

What makes it special
One of the most memorable aspects of this event is the venue: JUMP (Jack’s Urban Meeting Place) in downtown Boise. With bold architecture, playful design, and yes—a three-story spiral slide that even adults can ride—JUMP brings a spirit of creativity and fun that’s rare in nonprofit conferences. It creates a lively, open energy that complements the serious learning happening in the rooms. The space alone makes it feel like you're attending something special—and still, the conference remains thoroughly professional and well-organized.

You’ll find breakout workshops on grants, equity, leadership, fundraising, and nonprofit operations—along with an exhibit hall, networking activities, and catered meals that invite conversation and collaboration. The 2025 theme, Stronger Together: Bridging the Sector, reflects the conference’s focus on connection, shared knowledge, and building capacity across Idaho.

• Date: August 26–27, 2025

• Location: JUMP, Boise, ID

• Cost: ~$250 (members); ~$350 (non-members); higher for late registration

• Audience: ~200+ nonprofit professionals

• Website: www.idahononprofits.org

🔥 9. Nonprofit Marketing Summit | Community Boost

This is the go-to virtual event for nonprofit professionals who want to level up their storytelling, digital strategy, and donor engagement—without spending a dime. Hosted multiple times per year by Community Boost, the Nonprofit Marketing Summit draws thousands of attendees from around the world for high-quality sessions that are actionable, inspiring, and completely free.

It’s perfect for grant writers, fundraisers, and communications pros who wear many hats. Expect sessions on email marketing, website optimization, donor segmentation, content planning, and even AI for nonprofits. The speakers are generous, the content is current, and the format is fast-paced but digestible.

Whether you’re looking for tips on writing stronger donor appeals or want to experiment with new marketing tools, this summit delivers serious value with zero barrier to entry.

• Date: Multiple sessions throughout 2025

• Location: Virtual

• Cost: Free

• Website: www.nonprofitmarketingsummit.org

🔥 10. Cause Camp | Nonprofit Hub

Cause Camp isn’t just a conference—it’s an experience designed to re-energize nonprofit professionals who are ready to lead with clarity, creativity, and community. Hosted in Grand Rapids, MI, this two-day event blends practical skill-building with big-picture visioning in a retreat-like atmosphere.

You’ll find breakout sessions on fundraising, digital marketing, donor retention, strategic planning, and more—alongside curated networking, wellness touches, and the kind of hallway conversations that can change the trajectory of your work. The energy is uplifting, the audience is deeply mission-driven, and the space is intentionally designed to inspire.

If you’re craving a reset, fresh strategy, and a sense of community among nonprofit thought leaders and changemakers, this is your space.

• Date: Fall 2025

• Location: Grand Rapids, MI

• Cost: ~$400–$600

• Website: www.cause.camp

🔥 11. Raise | OneCause

If you’re involved in fundraising events, donor engagement, or campaign planning, Raise is one of the most focused and forward-thinking conferences available. Hosted by OneCause, this event is designed to help nonprofits create more impactful events, strengthen donor relationships, and drive giving through smart, strategic storytelling.

Raise features sessions on donor behavior, inclusive fundraising, event technology, accessibility, and data-informed engagement strategies. Whether you’re planning galas, hybrid events, or smaller community-based gatherings, this conference offers a well-rounded toolkit. You’ll also hear from some of the top voices in the fundraising world—and leave with practical insights you can apply immediately.

It’s also CFRE-approved, so it’s a great way to earn continuing education credits while getting inspired by new ideas.

• Date: Fall 2025

• Location: TBD

• Cost: ~$595–$995

• Website: www.onecause.com/raise

🔥 12. Good Tech Fest

This is where nonprofit meets innovation—with intention. Good Tech Fest is a conference dedicated to exploring how technology can be used ethically and equitably to advance social good. It’s ideal for grant writers, program staff, evaluators, and nonprofit leaders who are curious about leveraging data, automation, and digital tools in ways that align with their mission.

Sessions cover everything from using AI responsibly to improving data systems, dashboards, and storytelling tools. The vibe is inclusive and forward-thinking, with a strong emphasis on community impact, sustainability, and digital equity.

Whether you're managing grant data, tracking program outcomes, or exploring how to integrate new tools without compromising your values, Good Tech Fest offers thoughtful content and practical guidance.

• Date: Spring 2026

• Location: Chicago, IL + Virtual

• Cost: ~$250–$500

• Website: www.goodtechfest.com

🔥 13. INSPIRE | Catholic Schools & Parishes Conference

Hosted by the Archdiocese of Seattle, INSPIRE is a two-day conference designed to ignite innovation and deepen mission-focused leadership in Catholic schools and parishes.

This isn’t just a gathering—it’s an energizing space of collaboration, strategy, and creativity. Attendees engage with nationally recognized and locally rooted leaders through dynamic keynotes and breakout sessions. Sessions cover:

• Enhanced operational vitality (NSBECS Domain 4)

• Grant writing, donor relationships & planned giving

• Marketing strategies, enrollment management, volunteer engagement

• AI best practices, data storytelling, brand identity, and more catholicliberaleducation.org+8My Catholic School+8Archdiocese of Seattle+8partnersinmission.com

INSPIRE anchors its value in community: two full days of learning (8 am–4 pm) at Seattle University, with breakfast and lunch provided each day . It’s free for Archdiocese of Seattle staff, and $250 for Catholic school staff from other dioceses. Optional campus housing is available.

If you work in Catholic education—admissions, development, finance, or leadership—INSPIRE offers a powerful blend of strategy and spirit. It’s a space where values and practices meet—and where fundraising, grant writing, and mission advancement thrive together.

• Date: August 6–7, 2025

• Location: Seattle University • Seattle, WA

• Cost: Free (Archdiocese of Seattle staff); $250 (out-of-diocese staff); optional lodging ~$105/night

• Website: mycatholicschool.org/inspire

 ✨ Final Thoughts

These events may be different in size and scope, but they all offer something powerful: space to reflect, learn, and grow alongside people who care about the same things you do.

At Spark the Fire, we believe that professional development should feed your spirit and your skills. If you attend any of these events, we’d love to hear about your experience—and we’ll be cheering you on every step of the way.

Nope. A High Success Rate Doesn't Mean You're a Great Grant Writer

When people ask me about my grant writing success rate, I usually pause. It's not because I don't know the numbers. It's because the numbers don't tell the whole story.

I smile and say: I don't track it, because I don't believe in it.

Why?

Because success rates in grant writing are almost always misleading—and sometimes, they distort the work entirely.

📖 Let Me Tell You Two Stories

Story One: I worked with a senior center that had a very limited grant writing budget. We were careful. We only applied for grants where we had strong alignment and built relationships with the funders in advance. We applied for five grants and all five were funded. That's a 100% success rate. Pretty amazing, right?

Story Two: I also worked with an overseas HIV+ orphanage. I told the board up front that I wasn't finding good prospects for grants. Why? Because at that time, very few U.S. foundations were funding international HIV programs through grants. Most organizations doing this work relied on fundraising events with celebrities or individual donors. Grant funding for that sector was incredibly narrow.

But the board wanted to try anyway. So I looked for the few possible openings—and found a small handful of pharmaceutical company grants. They weren't a perfect fit, but they were some of the only options available.

I submitted five proposals. Four were declined. One was funded. 20% success.

Here's the thing: both of these outcomes represent exactly the same quality of work. The difference wasn't my skill as a grant writer—it was the funding landscape each organization operated within. The senior center existed in a space rich with aligned funders; the orphanage operated in a funding desert.

Yet if you looked only at success rates, you'd think I was a superstar with one client and barely competent with the other. This is precisely why success rate metrics create a false picture of effectiveness. They strip away the context that actually determines outcomes and reduce complex strategic decisions to a simple percentage.

So if you average those two clients, what's my success rate?

It doesn't matter. Because that number doesn't tell the story.

Why I Don't Believe in Advertising Success Rates

Here's what I've come to believe, after two decades helping clients and students secure grant awards:

Advertising a grant writing "success rate" is often more about marketing than meaning.

It flattens a nuanced process into a vanity metric. And honestly? It makes me wonder if the grant writer is selectively applying for only the easiest, safest grants—because they don't want to "mess up" their percentage. Or if they are only working with established organizations and turning away small and rural nonprofits that need support as much as the big guys.

That's not strategy. That's self-protection.

What makes a grant writer truly effective isn't their win rate—it's their ability to deeply understand funder priorities, build authentic relationships, and match the right opportunities to the right organizations at the right time.

This Work Is About Risk Management

Smart grant writers help organizations assess:

• Is this grant truly a good fit?

• Have we built a relationship with the funder?

• Do we have the right story, budget, and timing?

• And even if we don't get funded—will we learn something valuable?

Sometimes the answer is, "Let's wait." Sometimes the answer is, "Let's go for it—even if the odds are slim"—because sometimes, you can only build a relationship with a grantmaker after you've received a decline and some grantmakers won't even fund an organization unless it has applied at least three times.

Either way, we're managing risk with intention and only applying for opportunities where the grantmakers' and clients' missions are aligned. That's real strategy.

Ask Better Questions

So instead of asking, "What's your success rate?" Try asking:

• How do you decide which grants to pursue?

• What's your approach to risk and fit?

• How do you define a win—even if a grant isn't funded?

That's where the real work lives.

At Spark the Fire…

We don't chase success rates. We teach our students to think like strategists, write with heart, and act with integrity.

Because the goal isn't a perfect scorecard, or earning six figures, or bragging about how much money you have raised. The goal is funding that moves meaningful work forward.

And that can't be summed up in a percentage.

The next time someone promises you a high success rate, ask yourself: What aren't they telling you? Because the best grant writers aren't the ones who play it safe—they're the ones who understand that sometimes the most important work happens in the spaces where success is uncertain, but the mission is clear.

That's the kind of grant writer your organization deserves.

I got a little on my soapbox about this topic, but I’d love to hear what you think. Use the comments below!

Could a Grant Writing Certification Double Your Income?

The Real ROI of Professional Development

In a world where nonprofit funding is increasingly competitive and impact-driven careers are on the rise, professional development is no longer optional—it's a strategic necessity. One of the most common questions I hear from students is: "Will a grant writing certification actually increase my income?" My answer? Yes—and often dramatically so.

Let's break down the return on investment (ROI) of becoming a certified grant writer and how it can influence your income, your confidence, and your career.

The Income Potential of Grant Writing

Whether you're looking to freelance, transition careers, or move up in your current role, grant writing is a high-value skill. Why? Because great grant writers don't just write—they bring in money. In the nonprofit sector, revenue-generating roles are highly valued.

According to the 2023 GPA Compensation Survey, the median salary for a grant writer is $65,000, while grant consultants report a median income of $80,000, with a mean hourly billing rate of $91.29. Certified professionals holding the GPC (Grant Professional Certified) designation often earn even more. For example, GPC-holding Directors of Grants reported a median salary of $103,500.

Here's the kicker: Certified grant writers are often the ones landing those higher-paying jobs and contracts. Why? Because certification signals commitment, training, and a level of professional excellence that stands out.

Real Success Stories: From Certification to Career Transformation

Almost every day, I hear from former students about their successes, and I love staying in touch to become their lifelong cheerleader. These four recent examples show how certification can transform your career, your confidence, and your organization's capacity.

Dream Job Achievement: Lee Avallone 
Sometimes the best success stories are the simplest ones. Lee's excitement says it all: "I wanted to share some good news with you - I just accepted a grant writer job with the American Cancer Society! It's a great career opportunity for me! This is my dream job!" After completing the course, Lee was hired as Grant Writing Manager for the American Cancer Society—proving that grant writers are in high demand, especially certified ones.

From Zero to $274K: Hope Reiden 
Hope works for the Confederated Tribes of the Chehalis Reservation, where her department had never received grant funding before she took the course. Within 12 months of certification, her department secured $274,000 in grants—45% of their annual budget. As Hope shared, "In the last 12 months, my department received almost $274,000 in grants! This funding is a considerable increase since I took your class when my department did not have any grant-funded projects... that is close to 45% of my department's annual budget!" The best part? Hope gets to spend more time doing what she loves—being a biologist in the field.

Quick Career Advancement: Nancy Leal 
Nancy completed our Certificate in Grant Writing course and, within just one month, was promoted to Grants and Communication Specialist at Goodwill. Her certification directly opened the door to a specialized role that perfectly matched her new expertise.

Organizational Impact: Annie Dimitras 
Annie secured over $500,000 in grants within a year of completing the course: "After completing your course last December, I have written several successful grants, securing over $500,000 for our organization. It has been exciting and rewarding to move into this aspect of non-profit work and build new skills."

The Pattern:

• Lee: Dream job fulfillment

• Hope: Transforming organizational capacity

• Nancy: Rapid career advancement

• Annie: Massive financial impact

This shows certification works across different goals—whether you're seeking purpose, growth, or impact.

The ROI of Certification

Let's say you invest $897 in a professional grant writing course like the Certificate in Grant Writing from Spark the Fire. What can you reasonably expect in return?

Increased Earnings: The stories above aren't outliers—they represent the kind of results we see when people invest in professional development and apply what they've learned. If your new salary or freelance income increases by even $5,000 a year, the certification pays for itself in less than three months. If you double your income? You're talking 10x return or more.

Confidence and Credibility Certification gives you more than a line on your résumé—it gives you language, tools, and structure to show up as a professional. That matters in interviews, proposals, and pricing conversations. According to the 2023 GPA Compensation Survey, only 23% of grant professionals hold any form of professional certification, such as the GPC, CFRE, or CGMS. This means that by earning a certification, you'll truly stand out in the field, positioning yourself as a top candidate for higher-paying opportunities and long-term growth.

Expanded Career Opportunities With certification, you're more likely to be considered for grant writing roles, promoted internally, or selected for consulting work. It opens doors in nonprofit, government, education, and even private sectors.

Who Benefits the Most?

At Spark the Fire, we work with students from all walks of life—young professionals, mid-career changemakers, retirees seeking purpose, and everyone in between. Whether you're just starting out or reinventing your path, grant writing offers a meaningful, flexible, and well-paid way to use your skills for good.

Many of our students begin the course feeling unsure of how to price their services or where to find opportunities. By the end, they're confidently marketing themselves, writing competitive proposals, and stepping into roles that align with their values and goals.

Final Thoughts: Your Investment Is More Than Financial

Professional development is about believing in your future. A grant writing certification is an investment in your income, yes—but it's also an investment in your impact. Every proposal you write funds a mission, supports a community, and helps solve real problems in the world.

And for many of us, that's the best ROI of all.

Ready to Get Certified?

If you're curious whether certification is right for you, check out the Certificate in Grant Writing course. It's self-paced, nationally recognized, and designed to help you start earning faster, without sacrificing depth or quality.

Want to talk it through? Book a complimentary call or reach out to my team. We'd love to support your journey.

Are you a certified grant writer? How has the certification impacted your career? Comment below!