grant writing tips

8 Budget Tips to Strengthen Your Next Grant Proposal

 
Man and woman working on a grant proposal budget together—collaborating on budgeting strategies to strengthen their nonprofit grant application.
 

A strong budget tells a powerful story. In grant writing, your budget isn’t just about numbers—it’s a reflection of your values, planning, and professionalism. When thoughtfully prepared, a grant budget can elevate your entire proposal and increase funders’ confidence in your organization’s ability to deliver.

Below, you'll find eight practical, strategy-driven tips to help you build smarter, more persuasive grant budgets—so your proposal stands out for all the right reasons.

🔥 Build from the Ground Up: Let the Budget Shape the Project

Let’s start where strong projects really begin: the budget. Too often, people finalize their project design, then scramble to fit it into a budget—only to discover that their plans exceed what they can realistically fund. A better approach is to treat the budget as a foundational planning tool.

Draft it as soon as your program idea takes shape, and let it guide the scale and scope of your activities, outputs, and outcomes. The budget isn’t just a financial document—it’s a strategic design partner.

Example:
You may want to provide 100 youth with a summer leadership program, but your budget might only support 60. Starting early lets you make adjustments while aligning the plan with real-world constraints.

Pro Tip:
Use a rough budget draft during early meetings with your team to anchor design decisions in financial reality.

 

🔥 Make It Move: Use Formulas to Stay Flexible

Once you’ve drafted your early budget, make sure it can evolve with you. Grant budgets are living documents, and changes are inevitable. That’s why formulas are your friend.

Use formulas for every line item—from personnel and travel to program supplies—so your totals stay accurate when adjustments are made. It also makes your budget easier to revise, collaborate on, and explain in your narrative.

Example:
Instead of typing “$4,800” for contract labor, use a formula:
=40 hours × $120/hour
Later, if the rate changes to $100/hour or the hours change to 50, your spreadsheet updates instantly.

Bonus Benefit:
These formulas also make writing your budget narrative easier—you already have the calculations behind every line.

🔥 Keep It Clean: Use Unit Costs to Avoid Confusion

Next, let’s talk about clarity. Vague or lump-sum budget lines raise red flags with funders. Instead, break down your estimates using unit costs multiplied by quantity. This level of clarity minimizes errors, especially in categories like supplies, equipment, and stipends. It also shows the funder that your request is thoughtfully considered—not a guess.

 

Examples:

  • “10 tablets at $275 each = $2,750” is much more transparent than “Tech equipment – $2,750.”

  • “30 volunteers × 3 meals × $12 = $1,080” is easy to follow and hard to dispute.

 

Your goal? Make it crystal clear how every dollar was calculated.

 

🔥 Show Your Work: Reference Benchmarks

Now that your line items are clear, it’s time to back them up. Funders gain confidence when they see your costs are grounded in real-world data—not guesses.

 

Use external benchmarks—like salary surveys, vendor quotes, or government mileage rates—to justify personnel, equipment, or consultant costs.

 

Examples:

  • Use salary data from the Bureau of Labor Statistics or GuideStar Nonprofit Compensation Report.

  • Source equipment pricing from TechSoup, Amazon, or Dell for Nonprofits.

  • Reference the IRS mileage reimbursement rate (e.g., 67 cents/mile in 2024) for travel.

 

Sample Language:
“Our program director’s salary of $70,000 is based on the median for comparable positions in Washington State, per the 2023 GuideStar report.”

Benchmarks show that you're not just building a budget—you’re building it responsibly.

 

🔥 Know the Boundaries: Respect Indirect Cost Rules

Indirect costs (also known as overhead or administrative costs) are often capped—and certain expenses aren’t allowed in their calculation. Not all expenses are eligible for inclusion in indirect costs. Subawards, stipends, and pass-through funding are often excluded or subject to caps.

Review each funder’s guidelines carefully and make sure your indirect rate calculations are compliant. The formula matters—get it right the first time to avoid audit flags later.

Example:
If your indirect cost rate is 10%, you might be required to apply it only to direct costs, excluding $20,000 in stipends. You’d apply your rate to the remaining eligible costs.

 

🔥 Follow the Limits: Don’t Miss Funders’ Cost Caps

Even when your costs are accurate and fair, they still need to align with funder policies.  Many funders place caps on specific direct costs—especially salaries, fringe benefits, or stipends. These limits are often tied to federal guidelines or internal funding policies. If your actual costs exceed those caps, you can still include the full cost in your internal budget—but only request the allowable portion in your grant request. The remainder can be shown as leveraged funds or organizational contribution in your narrative and budget justification.

Example:
A federal grant might cap executive salaries at $197,300. If your executive earns $205,000 annually, you should request only the allowable portion and explain that the difference will be covered by your organization.

Sample Language:
“Our organization will cover the remaining $7,700 in salary costs using general operating funds, in alignment with the federal salary cap.”

Transparent adjustments like this show funders that you’ve done your homework—and that you’re serious about cost-sharing responsibly.

 

🔥 Value What You Bring: Don’t Underestimate Your Contribution

Let’s flip the script: your contributions to the project are just as important as the funder’s. Leveraged funds—whether cash or in-kind—demonstrate your commitment and capacity. Your in-kind and financial contributions are more than just match—they’re evidence of your dedication and sustainability. Be sure to include all eligible contributions, such as time from staff paid through other sources, donated space, or fringe benefits over the funder’s cap. These leveraged funds tell a story: you believe in the work enough to invest in it, too. Even if the funder doesn’t require a match, listing your contributions strengthens your application and supports your sustainability narrative.

🔥 Polish with Purpose: A Budget Is a Story

By now, you’ve built a clear, defensible, and mission-aligned budget. But don’t stop there—make it shine.Done well, your budget and narrative are more than just math—they’re a story of responsibility, preparation, and impact. A clearly structured, well-justified budget can elevate your proposal and increase the funder’s trust in your ability to execute the work. Don’t treat the budget as an afterthought. Treat it as a reflection of your mission and a mirror of your professionalism.

 

Example:
A vague line like “Miscellaneous - $2,000” raises questions. But “Outreach materials – 2,000 flyers at $0.50 = $1,000; Event signage = $1,000” shows preparation.

The more precise and thoughtful your budget appears, the more funders will believe you can deliver what you promise.

 

Conclusion:

A great grant budget reflects the same care and thoughtfulness as the proposal narrative. It communicates professionalism, builds trust, and can be a deciding factor in competitive funding decisions. Start early, use formulas and benchmarks, and show funders that you’re not just ready to run the program—you’re ready to run it well. And above all, treat your budget as a reflection of your mission.

What is the Best Way to Learn Grant Writing?

 
 

What is the Best Way to Learn Grant Writing?

Becoming a grant writer is an exhilarating journey. Imagine the moment of elation when you receive the notification that your grant proposal has been accepted—there’s truly nothing like it. Picture people around you jumping up in joy, dancing around the room as they realize their hard work has paid off. That’s the kind of impact successful grant writing can have, and it's a scene that many grant writers know well.

Grant writing is not just about securing funding; it's a pathway to making significant contributions to causes and communities that matter deeply to us. It's a profession that allows you to be a part of something larger than yourself, supporting initiatives that can transform communities and change lives. Moreover, the financial aspect of being a grant writer is appealing as well. On average, grant writers can earn a substantial salary, making it a rewarding career both personally and professionally.

So, how exactly does one become skilled in the art of grant writing? Here’s a comprehensive list of effective ways to learn grant writing, crafted to guide you through your learning journey.

  1. Formal Classes The very best way to learn grant writing is to enroll in a formal class that gives you a structured learning experience. These classes are typically designed to cover everything from the fundamentals to the more complex aspects of grant writing. Our Spark the Fire Grant Writing Classes [insert link] offer a comprehensive curriculum that equips you with the knowledge and skills needed to succeed in this field. Be sure to look for courses like ours that provide feedback on your writing rather than only watching videos. I firmly believe that you cannot learn grant writing without practicing hands-on and getting feedback.

  2. Blog Articles Reading blog articles is an excellent start. Blogs can offer many insights and step-by-step guides that are easy to digest. Whether you’re a beginner looking to grasp the basics or an experienced professional seeking advanced tips, there's always a blog post that can cater to your needs.

    • Spark the Fire's own blog features articles ranging from beginner tips to in-depth analysis of grant writing trends.

    • Instrumentl’s library of nonprofit blog posts is a comprehensive resource for the beginning grant writer.

    • A Village for Good features blogs that deliver practical, actionable advice for beginning grant writers.

    • Candid.org Insights is a blog with grant writing tips combining innovative approaches and proven strategies.

    • Millionaire Grant Lady has a blog that lets you a peek into the life of a successful grant writer and serves as an aspirational journey for the beginner.

  3. Webinars Participating in webinars is another fantastic way to learn. Webinars allow you to hear directly from experienced grant writers and often include a Q&A session where you can ask specific questions. These can be particularly valuable for understanding the nuances of grant writing in real time. Check out our upcoming webinars [insert link] that cover a variety of topics related to grant writing.

    • Spark the Fire offers monthly webinars taught by Allison Jones, M.Ed., covering a wide range of topics tailored for grant writers and consultants. These sessions provide deep insights into both the strategic and practical aspects of grant writing.

    • Foundant Technologies hosts informative webinars focusing on streamlining the grant application and management process. Their sessions are ideal for grant professionals looking to enhance their technical skills and grant management efficiencies.

    • Instrumentl conducts practical webinars that delve into strategies for finding and securing grants, making it a great resource for both beginners and experienced grant writers seeking to expand their funding sources.

  4. Professional Associations and State Nonprofit Associations Joining professional associations can provide networking opportunities, resources, and professional development activities that are crucial for a budding grant writer. Associations often offer workshops, annual conferences, and certifications that can enhance your skills and credibility. We belong to the Grant Professionals Association (GPA) because of their high standards of excellence for the grant profession. Find your State Nonprofit Association through the National Council of Nonprofits. The Montana Nonprofit Association, for example, has high-quality offerings, including a fantastic annual conference.

  5. Conferences Attending conferences allows you to immerse yourself in the grant writing community. These events typically feature workshops, keynote speeches, and panels that discuss best practices, innovation in grant writing, and more. My favorites are:

  6. Books Reading books on grant writing can provide a thorough understanding of the field, from foundational skills to advanced techniques. Books often offer comprehensive knowledge, case studies, and examples that are crucial for deepening your understanding. Look for titles by renowned authors in the field or those recommended by professional associations to ensure you're getting expert advice. Check out our list of Must-Read Books for Grant Writers and Writing Style Mastery.

  7. Journals Subscribing to journals focused on grant writing and nonprofit management can keep you updated with the latest research, case studies, and best practices in the industry. Journals like Blue Avocado, Chronicleof Philanthropy, and the GPA Journal offer articles written by experts that delve into complex grant writing and management aspects.

  8. Podcasts Podcasts are a great way to learn on the go. They can offer tips, interviews, and success stories from grant writers who share their journeys and experiences. Listening to a podcast episode can be a great way to stay informed and inspired. I haven't found a podcast I have fallen in love with yet, but here are the most popular.

As you can see, learning to be a grant writer is an exciting and meaningful journey. Remember, each grant proposal you write could be the key to unlocking essential funding for a nonprofit, a research initiative, or a community project. The satisfaction of knowing you played a part in making these projects possible is immensely gratifying.

Now, we’d love to hear from you! What inspired you to start learning about grant writing? Join the conversation in the comments section and let us know your story. Are there other ways to learn grant writing that you’ve found helpful? Please share your experiences in the comments below!

 This blog is just the beginning. For those looking to excel further in grant writing, check out our article, Understanding Different Certifications for Grant Writers, which delves deeper into advanced strategies and tips for seasoned grant writers. Happy writing!

 

The Perfect Recipe for Grant Writing Success

 
A vintage yellow recipe box filled with notecards, symbolizing the step-by-step process and organized approach needed to craft successful grant proposals.
 

In my family, recipes are cherished treasures passed down from generation to generation. They hold stories, memories, and a dash of tradition, making them a part of our inheritance. As I baked recently, I found myself wondering: what if I crafted a recipe for grant writing? What ingredients would it include?

Below is my tried-and-true recipe for writing a compelling grant proposal that strikes the perfect balance between heart and data, emotion and logic. And just like in cooking, every grant writer has their own flair—so I’d love to hear your take on this recipe!

Sweet and Savory Grant Proposal

A great recipe balances savory and sweet. In grant writing terms, this means blending hard facts with emotion to appeal to the data-driven reader and the empathetic decision-maker.

1 Scoop of Good Writing

Good writing is your foundation. Spelling and grammar mistakes can come across as careless, potentially damaging your credibility. While one typo might not cost you the grant, why take the risk?

Tools like Grammarly can help catch errors, refine sentence structure, and even suggest more concise phrasing. For a hands-on approach, try a simple exercise: take one paragraph from your draft and trim ten characters without losing meaning. This practice sharpens your ability to write directly and compellingly.

1 Pinch of Storytelling

Every great grant proposal has a story that sticks with the reader. To add emotional depth, vividly describe the setting of your project—the community or neighborhood where the magic will happen. Is it a bustling urban center or a quiet rural area?

Introduce the hero of your story: your program participants. Let them take the spotlight, showing their agency and resilience. Use quotes and real-life anecdotes to amplify their voices. Remember, your organization is the guide in this story, not the hero.

Remember, your organization is the guide in the story, not the hero.

1 Dollop of Statistics

Numbers ground your story in reality. For funders who need data to justify their decisions, include statistics about your program participants and measurable objectives for your project.

For example, if your program helps individuals secure employment, a strong objective might be: “Participants will apply for at least five jobs per week.” Make your objectives SMARTIE—specific, measurable, achievable, realistic, time-bound, inclusive, and equitable. Well-crafted objectives prove that your organization knows how to define and achieve success.

1 Dash of Research

Back your project strategies with research to show funders that your approach is evidence-based. If your program provides childcare to help single parents find jobs, cite studies highlighting the connection between childcare access and employment rates.

Quantify the problem with real numbers, such as the cost of childcare compared to minimum wage earnings. Share examples of similar programs that have succeeded in other communities. Combining research with your organization’s success stories builds a compelling case for your ability to make an impact.

Pre-Heat Your Oven

Before you submit your grant proposal, think about its emotional resonance. Funders are more likely to support initiatives that help people directly rather than those that address an organization’s internal struggles.

For example, would you rather give money to help a family access childcare so the parents can work or pay a nonprofit’s utility bills? While both are important, the former feels more impactful. Focus on showing funders how their contributions will transform lives, not just sustain operations.

Conclusion

Grant writing, like cooking, is both an art and a science. The best proposals strike the perfect balance between emotional appeal and logical reasoning, storytelling, and statistics. By following this recipe and adding your unique touch, you can create a grant proposal that leaves funders saying, “Yes, I want to support this!”

Now it’s your turn: what’s your recipe for a winning grant proposal? Share your favorite tips, techniques, or "ingredients" in the comments below! Let’s cook up success together!

 

Throwing in the Towel

You know that foundation that never returns your calls? The one you keep sending proposals to that never responds? You've poured over the foundation's 990-PF and its Foundation Directory Online profile. You've scoured the Web for information about its staff and giving. And everything you've found gives you reason to believe that if the good people at the foundation would just read your proposal, they'd want to invest in your organization. But you're still hanging on the telephone. Before you throw in the towel and decide to invest your time elsewhere, here are some things to keep in mind

12 Tips for Filling Out and Submitting Online Applications

Trees everywhere are rejoicing as more and more funders switch from paper to online applications. But for some grantwriters, having to disrupt the flow of their narrative to accommodate character-limited text fields is both inconvenient and cumbersome.

If you're one of those grantwriters, here are some tips designed to make the online application process a little more enjoyable and productive:

If You've Met One Foundation, You've Met One Foundation

Writing grants is like dating. Just because something worked in one relationship, doesn't mean it's going to work with the next. Each relationship is unique, unpredictable, exciting, and... sometimes heartbreaking. Nonetheless, when we write grants to foundations, we have to be vulnerable while presenting our best qualities. Ready for some dating advice for foundations?