Grants for Small Businesses: Your Essential Resource Guide

As grant writing experts, we often receive inquiries from entrepreneurs wondering, "Are there any grants out there for small businesses?" This is a vital question that reflects the hopes and dreams of countless small business owners striving to make their mark in the world.

 We understand the challenges you face, whether launching a new venture, expanding your existing business, or navigating unforeseen hurdles. In response, we've crafted this essential resource guide to help you uncover grant opportunities that could provide the support you need. Let’s dive in!

Tips for Small Businesses Applying for Grants 

1. Understand the Grant's Purpose: Before applying, make sure you clearly understand the objectives of the grant. Each grant program has specific goals, and aligning your project with these objectives can significantly enhance your chances of approval.

2. Read the Eligibility Requirements: Each grant has its own eligibility criteria. Carefully review these requirements to ensure your business qualifies before investing time in the application process.

3. Develop a Strong Proposal: Your grant proposal should be well-structured, clear, and compelling. Clearly outline your business plan, objectives, and how the grant funds will be utilized. Make sure to include specific details about the impact your project will have on your community or target market.

4. Provide Supporting Documentation: Many grant applications require additional documentation, such as financial statements, business plans, and letters of support. Gather and prepare these materials in advance to streamline the application process.

5. Follow the Instructions: Ensure that you adhere to all application guidelines, including formatting and submission requirements. Missing deadlines or failing to follow instructions can result in automatic disqualification.

6. Seek Feedback: Before submitting your application, consider seeking feedback from colleagues, mentors, or professionals in the field. A fresh perspective can help identify areas for improvement and enhance the overall quality of your proposal. For example, Spark the Fire offers a grant review service so you can get feedback on your final draft before you submit it.

7. Be Persistent: If your application is not successful, don’t be discouraged. Grant applications can be highly competitive. Use any feedback provided to improve future applications and keep looking for new opportunities. 

Available Grant Opportunities for Small Businesses

Navigating the world of grants can be challenging, but the opportunities available can make a significant difference in your business's growth and sustainability. Below, we present a sample of grants that can provide the financial support you need to take your business to the next level.

 1. Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) Programs
These federal grants are tailored for small businesses engaging in research and development, with a focus on innovative technologies. To be eligible, businesses must have fewer than 500 employees.

• Website: SBA SBIR/STTR

2. Grants.gov
This portal serves as a one-stop shop for federal grants across multiple agencies, allowing businesses to search and apply for various funding opportunities. Eligibility varies by grant.

• Website: Grants.gov

3. Hometown Heroes Grant Program
This program supports local businesses owned by first responders and veterans, providing funding to help these heroes thrive in their entrepreneurial endeavors. Eligibility depends on the state and target audience.

• Website: Check state-specific resources.

4. Comcast RISE Investment Fund
This program offers grants and marketing resources specifically for small businesses owned by people of color, aiming to enhance their visibility and growth. Eligible businesses must be owned by people of color.

• Website: Comcast RISE

5. Economic Development Administration (EDA) Grants
These grants support economic development initiatives that create jobs and promote business growth in various communities. Specific eligibility criteria depend on the grant.

• Website: EDA

6. The Awesome Foundation Grants
This initiative provides small grants for creative projects proposed by individuals or groups, encouraging innovation and community engagement. There are no specific eligibility requirements, making it accessible to a broad range of applicants.

• Website: Awesome Foundation

7. National Association for the Self-Employed (NASE) Growth Grants
NASE offers grants up to $4,000 for members to fund various business needs, supporting their growth and development. To be eligible, applicants must be members of NASE.

• Website: NASE

8. Rural Business Development Grants (RBDG)
This USDA program provides grants to support the development of small and emerging private businesses in rural areas. To qualify, businesses must be small and located in rural communities.

• Website: RBDG Program

9. Amazon Business: Small Business Grants
Amazon Business awards over $250,000 in monetary grants and prizes to support the growth of 15 small businesses. Existing Amazon Business small business customers based in the US with annual revenue of $1 million or less can apply for a grant, typically in May.

·       Website: Amazon Business Grants

10. Etsy Emergency Relief Fund
Etsy provides emergency relief grants to creative entrepreneurs when disasters disrupt their businesses. In partnership with CERF+, a nonprofit organization focused on helping artists prepare for and recover from emergencies and disasters, a disaster relief fund just for Etsy sellers was created. Grants are awarded quarterly to a select number of eligible sellers who have experienced a federally declared disaster within the past year as long as they’ve been active sellers on Etsy for at least one year and their accounts with Etsy are in good standing.

·       Website: Etsy Emergency Relief Fund

11. FedEx Small Business Grants
The FedEx Small Business Grants Program awards U.S.-based entrepreneurs with grants to enhance their businesses.

·       Website: FedEx Small Business Grants

12. IFundWomen
I Fund employs a universal grant application database as the first step in seeking funding.  When IFundWomen partners with a brand, they match the partner’s grant criteria to businesses in the database.

·       Website: IFundWomen

13. Quickbooks
Small business owners looking for support in running or growing their operations are awarded a $10,000 grant and three months of business coaching.

·       Website: Quickbooks Small Business Grants

14. Venmo
Venmo partners with Hello Alice and the Global Entrepreneurship Network to provide 10 small Venmo businesses with $20k each in direct funding. From expanding their workspaces to investing in new products, these funds help support small business owners as they grow their businesses to the next level.

Website: Venmo

15. The UPS Store
UPS's Small Biz Challenge offers competitive grants totaling $35K in prizes to grow your business, get featured in Inc. magazine, and access expert mentorship.

Website: UPS Small Biz Challenge

16. NASE- National Association for the Self-Employed Grants
Members of NASE can apply for NASE Growth Grants to receive up to $4K for their small business for marketing, advertising, hiring employees, expanding facilities, and other specific business needs.

Website: NASE

 Other Resources
Hello Alice: https://helloalice.com/funding/grants/.

 Conclusion

Understanding the landscape of grants can feel overwhelming, but you don’t have to go it alone. These funding opportunities are designed to support you and your business, whether you're looking to innovate, expand, or simply keep your doors open.

 If you’re ready to sharpen your grant-writing skills and unlock your business’s full potential, consider enrolling in our grant writing classes. Our courses are tailored to equip you with the tools and knowledge necessary to tackle the grant application process with confidence. Plus, we offer a wealth of resources to support you on your entrepreneurial journey. Don’t let these funding opportunities slip through your fingers—let’s empower your business together!

Do you have tips for small businesses seeking grants? Comment below and share your knowledge! We’d love to hear from you.

8 Budget Tips to Strengthen Your Next Grant Proposal

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.

20+ Must Read Blogs for Grant Writers

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

That’s why we’ve rounded up some of the best blogs in the field—covering grant strategy, freelancing, funder trends, proposal writing, and more. These blogs are written by industry leaders and trusted educators who share the same mission we do: helping you win grants for causes that matter.

• Spark the Fire – Our very own blog! Get tips, templates, and inspiration every week.

• Instrumentl Blog – One of the most trusted and popular grant writing blogs online.

• 1832 Communications – Clear messaging and donor communication for nonprofits.

• Candid Blog – Nonprofit funding data, DEI in grantmaking, and sector shifts.

• Center for Effective Philanthropy (CEP) Blog – In-depth discussions on funder-grantee relationships, evaluation, and impact.

• CharityHowTo – Courses and blog posts for every stage of your grant journey.

• DH Leonard Consulting Blog – Regular posts on writing strong proposals, federal grant readiness, and proposal review best practices.

• EUNA Solutions – Tech-forward tools and strategies for public sector grants.

• Foundant: GrantHub Blog – Tips for managing grants and improving systems.

• Funding for Good – Strategic planning and grant writing for long-term success.

• Fundraising HayDay – Smart, podcast-inspired tips on grant work and team dynamics.

• Grant Professionals Association – Industry updates, job tools, and ethical guidance.

• Just Write Grants - Grant writing for executive directors and nonprofit leaders.

• Grant Training Center – Especially strong on academic and federal proposals.

• Grant Central - An authority voice on winning academic and government grants

• Grant Writing Made Easy - Top grant writing blog, focusing on raising up small nonprofits and beginner grant writers.

• Grants 4 Good – Smart tips for securing government and foundation funding.

• GrantsMagic U – Training focused on ethics, clarity, and real-world grant scenarios.

• The Grantsmanship Center – A foundational voice in the field since 1972.

• GrantsPlus – Great for building sustainable grant pipelines.

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

• Millionaire Grant Lady - Great for beginning grant writers.

• MyFedTrainer – Expert guidance on compliance and federal grant management.

• Nonprofit AF – Bold, honest, and funny reflections on nonprofit life from Vu Le.

• PEAK Grantmaking Blog - Articles on equity, transparency, and best practices in grantmaking.

• Philanthropy Today – News and analysis from the Chronicle of Philanthropy.

• Professional Grant Writers – Tips on proposal structure, tone, and freelancing.

• RBW Strategy – Tools for improving grant readiness and organizational capacity.

• Seliger + Associates – Strategic insights, especially for federal grants.

• SNF Writing Solutions – Grant storytelling with a focus on community voice.

• Social Velocity Blog by Nell Edgington – Tackles nonprofit funding models, storytelling, and leadership in the nonprofit space.

• Think and Ink Grants – Equity-centered grant strategies and business growth tips.

Let us know which blogs you love—we’re always looking to grow the list. Comment below!

2025 Overview of the Scientific Grant Writing Landscape

Strategic Planning for Scientific Research Grants in 2025

The landscape of scientific research funding in the United States is shifting rapidly. In 2025, sweeping federal budget proposals have introduced deep cuts to major scientific agencies. For researchers, this is not just a political issue—it’s a professional and existential one. Without reliable funding, scientific progress slows, and institutions are forced to downsize, scale back, or shut down promising lines of inquiry. Now more than ever, strategic planning isn’t just helpful—it’s essential.

The Current State of U.S. Scientific Research Grants

As of May 2025, the landscape for scientific research grants in the United States is undergoing significant upheaval due to substantial federal funding cuts and policy shifts. These changes are impacting major research institutions, grant writers, and the broader scientific community.

The current administration has proposed unprecedented budget cuts to key scientific agencies. The National Science Foundation (NSF) faces a proposed 56% budget reduction for fiscal year 2026, leading to the cancellation of over 1,000 active research grants and a significant slowdown in new funding (Kahn, 2025). Similarly, the National Institutes of Health (NIH) is experiencing proposed cuts of up to 44% to its $47 billion budget, resulting in widespread grant cancellations and delays (Kaplan & Stolberg, 2025).

These federal funding cuts are causing ripple effects across academic and research institutions. For instance, Baylor College of Medicine has announced layoffs of 122 employees in anticipation of an $80 million loss in NIH funding (Ackerman, 2025). Duke University is also bracing for significant financial challenges, with potential losses of hundreds of millions in research funding, leading to hiring freezes and postponed projects (AP News, 2025).

In response to these cuts, countries like France and members of the European Union are actively seeking to attract American scientists (Chrisafis & Rankin, 2025). Initiatives such as "Choose Europe for Science" aim (Chrisafis & Rankin, 2025) to offer stable research environments and incentives for U.S.-based researchers to relocate.

While private companies are attempting to fill the research funding gaps, their contributions are insufficient to match the scale of federal support. For example, companies like Evvy are self-funding studies previously reliant on federal grants, but experts argue that private funding cannot replace the depth and societal benefits of public research investment (Glenza, 2025).

The current state of scientific research grants in the U.S. is marked by significant federal funding cuts, institutional challenges, and a shifting global research landscape. These developments underscore the need for strategic adaptation by grant writers, researchers, and institutions to navigate the evolving funding environment.

What Should Researchers and Grant Writers Do Now?

In a climate of uncertainty, strategic adaptation is crucial. Here are key moves to consider:

1.Diversify Your Funding Sources
Relying solely on U.S. federal grants, such as those from NIH or NSF, is no longer sustainable for many researchers. These funding streams are increasingly uncertain, and the competition is fiercer than ever. Limiting your funding strategy to just U.S. federal agencies could leave promising projects vulnerable.

Expanding your reach to include private foundations, philanthropic donors, and corporate funders is now essential. While these awards are often smaller, they can play a vital role in supporting early-stage research, proof-of-concept efforts, or bridging gaps between major grants. These sources are especially useful for projects that may not yet be eligible for large-scale federal investment.

It’s also time to think beyond national borders. Many state agencies offer targeted research funding that aligns with regional priorities. Meanwhile, international programs like the EU’s Horizon Europe (https://research-and-innovation.ec.europa.eu/funding/funding-opportunities/funding-programmes-and-open-calls/horizon-europe_en) offer substantial support for globally relevant work. These opportunities are becoming more competitive as researchers worldwide adapt to shrinking federal budgets, making proactive planning and collaboration even more important.

2. Build Modular, Scalable Projects
Design research proposals that are modular and scalable, allowing you to adjust the project scope based on the level of funding received. This flexibility ensures that even if your full request isn’t awarded, meaningful work can still begin—and be built upon later.

Consider using a phased approach in your design. Phase 1 could involve a proof-of-concept or pilot study that tests your core hypothesis, while Phase 2 scales the work into a full implementation once further funding is secured. This shows funders you’ve thought strategically and can deliver impact at multiple levels.

In addition, develop multiple budget scenarios—such as minimum viable, ideal, and stretch budgets—so you can easily respond to changing funding realities. These options allow you to demonstrate both ambition and practicality, which is a powerful combination when convincing reviewers of your project's feasibility.

3. Strengthen Collaborations
Funders are increasingly favoring collaborative projects that demonstrate broad impact. Working across disciplines and institutional boundaries not only improves your proposal's appeal but also strengthens its real-world applicability and reach.

One way to do this is by building formal partnerships with other universities, hospitals, nonprofit organizations, or community-based groups. These partnerships show that your work is rooted in real needs and has strong implementation potential. They also bring complementary expertise and resources to the table.

Creating consortia or research networks can further boost your competitiveness. These structures allow multiple investigators to share infrastructure, reduce duplication, and present unified strategies for addressing complex scientific questions. Collaboration isn’t just encouraged—it’s often expected.

4. Monitor Emerging Priorities
Keep your finger on the pulse of shifting federal and foundation priorities. Research that aligns with emerging themes like public health, artificial intelligence, rural health, pandemic preparedness, tech transfer, or translational science is more likely to attract funding, even in a constrained environment.

Monitor agency updates, Requests for Applications (RFAs), and Notices of Funding Opportunities (NOFOs) on a monthly basis. Many agencies also release funding forecasts, which can help you plan months or even years ahead. Funder newsletters and policy updates can also be invaluable for spotting trends early.

Proposals that clearly reflect these evolving priorities—and offer well-defined, measurable impacts—will stand out in increasingly competitive pools. Demonstrate not only the importance of your research, but how it advances broader goals that funders care about right now.

5. Invest in Capacity
Support your team with professional development that builds resilience and agility in this evolving funding landscape. Invest in training around grant writing under uncertainty, where team members learn to craft flexible narratives and budget justifications that can adapt to shifting funder requirements.

Equip staff with the skills to engage in budget negotiation and understand cost-sharing models. As funding becomes more limited, being able to propose balanced, transparent financials can make your proposal more appealing—and more feasible to funders.

Finally, teach team members how to build strong funder relationships that go beyond a single submission. Encourage networking, thoughtful follow-up, and consistent engagement with program officers to foster trust and long-term support.

6. Keep a Pipeline
Develop a sustainable rhythm for research funding by maintaining a rolling pipeline of proposals. At any given time, have projects in various stages—early concept development, writing, internal review, and active submission. This keeps opportunities flowing and reduces reliance on a single outcome. Reuse and adapt strong language across proposals to save time and increase efficiency.

Your pipeline should also include a mix of grant types: small foundation awards for pilot studies, mid-level grants for targeted research, and large federal proposals for major initiatives. Think of it as portfolio planning—diversifying both scope and timing to balance short-term feasibility with long-term goals.

7. Create a Contingency Plan
Even the strongest proposals can fall short. A well-considered contingency plan prepares you for unexpected funding gaps. If a major grant doesn't come through, how will you keep your research program moving forward?

Start by exploring non-grant revenue streams that can provide flexibility. These might include consulting work, licensing research tools or data, or offering fee-for-service components tied to your lab’s expertise. Institutional bridge funding or partnerships with industry may also offer interim support. Having these options scoped out in advance helps you respond strategically rather than reactively.

Looking Abroad: European and International Grants

With U.S. funding shrinking, researchers are increasingly looking toward international opportunities. Programs like the European Union’s Horizon Europe (with a €95.5 billion budget through 2027) are gaining attention. But be warned: these grants are now more competitive than ever, as scientists across the globe seek alternatives to unstable domestic funding.

Winning these grants will require excellent storytelling, flawless grant execution, and often, cross-border collaboration. Start developing relationships with international partners now, and stay informed about eligibility and partnership requirements. Begin by attending international conferences, joining global research forums, and connecting with potential collaborators through academic networks. Reach out early to explore shared interests and complementary expertise, and consider drafting memoranda of understanding (MOUs) to formalize long-term collaboration goals.

Additionally, review the partnership requirements of programs like Horizon Europe and similar international funders—some may require a minimum number of institutions from different countries or designate a lead organization based in the EU. Being proactive will position you to respond quickly when funding opportunities open up, especially when timelines are tight.

Final Thoughts

Strategic planning isn’t just about reacting to crisis—it’s about building resilience. Whether you’re a researcher, grant writer, or administrator, the work you do now to prepare, pivot, and partner will shape your success for years to come. In this new funding landscape, agility, clarity, and community matter more than ever.

Let this be the year you don’t just write grants—you plan for sustainable impact.

References

Kahn, B. (2025, May 1). Biden-era science spending slashed in proposed budget cuts. The Washington Post. https://www.washingtonpost.com/science/2025/05/01/science-funding-nsf-cuts/

Kaplan, T., & Stolberg, S. G. (2025, May 2). Trump’s proposed NIH cuts would eliminate several institutes. The New York Times. https://www.nytimes.com/2025/05/02/us/politics/nih-budget-cuts-trump.html

Ackerman, T. (2025, May 2). Baylor College of Medicine to lay off 122 employees, citing NIH funding cuts. Houston Chronicle. https://www.houstonchronicle.com/news/houston-texas/health/article/baylor-college-medicine-layoffs-trump-cuts-20302728.php

AP News. (2025, April 29). Duke University braces for major research funding losses amid federal cuts. https://apnews.com/article/7f24b33bbad54490583520536ab40e0c

Chrisafis, A., & Rankin, J. (2025, May 4). France and EU to lure US-based scientists hit by Trump cuts. The Guardian. https://www.theguardian.com/world/2025/may/04/france-eu-us-based-scientists-come-to-europe-emmanuel-macron-ursula-von-der-leyen

Glenza, J. (2025, May 1). 'We can't rely on philanthropy': US researchers face uncertain future as federal funding falls. The Guardian. https://www.theguardian.com/us-news/2025/may/01/private-companies-public-research-funds-cut

Crafting a Compelling Scientific Research Proposal

Scientific progress depends on more than bright ideas—it requires funding. Whether you’re designing experiments, purchasing specialized software and lab equipment, compensating study participants, attending international conferences, or publishing your work in high-impact journals, none of it happens without financial support.

For many researchers, especially early-career scientists, grants are the gateway to making your work possible—and visible. In fact, the United States invested an estimated $886 billion in research and development (R&D) in 2022, increasing to $928 billion in 2023, with about half of this spending coming from the federal government. That’s a major opportunity for researchers ready to compete.

Winning a grant isn’t just about getting your work funded—it can transform your career. Grant awards build your professional credibility, expand your network, and increase your likelihood of publishing in prestigious journals. They also signal to future funders that your work is impactful and worthy of investment. In short, success begets success: funders are more likely to support those who have already demonstrated they can manage a research project and deliver results.

But let’s be honest—securing grant funding is challenging. Grant writing is a competitive, high-stakes process. Only a small percentage of applications are funded, and the best proposals stand out for their clarity, alignment with funder priorities, and overall quality. It’s hard work—but it’s also a skill you can learn and improve with practice.

There are several types of scientific grants researchers should be aware of:

·       Research Project Grants – These support original scientific investigations, typically covering personnel, equipment, supplies, and travel related to the project. Keep in mind that grant funds must be used for the direct costs of the specific research project they support, and the resulting benefits should be clearly linked to that funding.

·       Resource or Equipment Grants – Focused on funding laboratory tools such as specific devices or instruments, software that is too expensive to be obtained through a research project grant, or other research infrastructure.

·       Career Development Grants – Often geared toward early-career researchers, postdocs, or faculty looking to build their independent research careers, these grants typically fund a supervised career development experience leading to independent research. 

·       Education and Training Grants – Support teaching innovations, training programs, or capacity-building in STEM education. These grants are typically given to institutions to improve undergraduate learning by developing innovative curricula, fostering faculty development, and promoting diversity and inclusion within STEM fields.

·       Travel Grants – Fund attendance at conferences, workshops, or research collaborations abroad. For example, a travel grant may fund visits to internationally recognized research institutions, allowing researchers to collect data and consult with experts to discuss preliminary findings. These grants are usually funded by foundations rather than government entities.

These diverse grant types—spanning research, equipment, education, career development, and travel—can make a substantial difference not only for individual researchers, but for the institutions that support them. When strategically leveraged, grants empower scholars to pursue bold ideas, foster collaboration, and accelerate discovery. Ultimately, the ripple effects of well-funded research can help address some of the world’s most urgent challenges—from public health and climate change to technology innovation and global equity.

How to Prepare for a Grant Proposal

Do these types of grants grab your attention? If so, you may be ready to begin the process of applying for a scientific research grant. Success starts well before the writing begins. Strategic preparation can make the difference between a competitive application and one that gets passed over. Here are seven essential steps to help you prepare a strong and compelling grant submission. Each step has its own ideal timeline:

1.     Prospect Research: Begin 9–12 months before the deadline. This gives you time to explore agencies, identify fit, and monitor updates.

Start by casting a wide, but focused net—on federal funding agencies. Organizations like the NIH, NSF, DOE, USDA, and NASA fund the majority of large-scale scientific research in the United States. These agencies offer robust funding mechanisms, structured review processes, and multi-year support that can truly move a research agenda forward. For example, the NIH offers R01 grants for independent research, while the NSF provides funding across disciplines with programs like CAREER for early-career faculty. Matching your project to the specific mission and funding mechanism of a federal agency is essential to crafting a competitive application.

As an aside, don’t completely overlook smaller funding sources. While regional foundations or professional associations may not fund an entire research program, they can provide seed money, travel support, or bridge funding that complements your federal grant efforts. Check out our mini-course on comprehensive prospect research.

2.     Study the Opportunity: Begin 6–9 months out. Review the NOFO or FOA in depth, take notes, and assess alignment.

Once you've found a promising fit, read the RFP (Request for Proposals), NOFO (Notice of Funding Opportunity), or FOA (Funding Opportunity Announcement) as if it’s a research article. Highlight key priorities, underline deadlines, and note eligibility criteria. Look for phrases like "preference will be given to" or "successful applications will include," which reveal what really matters. If scoring criteria are provided, study them closely—understanding how each section of the proposal is weighted can help you prioritize your effort and address the funder’s expectations with precision. Formatting rules, budget caps, and required documents are non-negotiable—missing even one could disqualify your application. Check out our Go-No-Go Guide to determining if prospects are a good fit.

3.     Contact the Program Officer: Ideally, 6 months in advance. Early outreach increases your chance of a meaningful exchange.
Program officers are more approachable than you might think. Call or send a concise, well-crafted email introducing yourself and your project idea. Ask if they’re open to a brief conversation or if they can clarify an aspect of the funding priorities. Their feedback might nudge your proposal in the right direction—or steer you away from a poor fit. Be sure to initiate this outreach long before the grant deadline. Once the clock is ticking, program officers may be inundated with inquiries and less able to respond thoughtfully or promptly.

4.     Develop a Timeline: Start at least 6 months out to map milestones and coordinate with your institution.
Don’t just circle the submission date—build a backwards calendar. Break down your tasks: writing, internal reviews, obtaining letters, budget approvals, and that final formatting check. Give yourself time for breaks, feedback, and unexpected delays. Think of it like a mini research project: it needs structure and milestones.

5.     Request Necessary Information: Begin 4–6 months before submission. Institutional and collaborator documents often take time.
Some documents take longer than expected to collect. Institutional letters of support may require internal approvals. Biosketches from collaborators may need updates. Data sharing plans or compliance documents might take time to draft. Start these requests early and track them like deliverables.

6.     Write the Proposal: Allocate 1–3 months for drafting, revisions, and internal review.
Now comes the heart of the process. Craft a narrative that is scientifically sound but also engaging. Write SMART objectives. Use visuals if allowed. Don’t bury your impact—clarify how your research solves a real problem. Keep the emphasis on how your work will benefit the broader community or address a societal need, rather than highlighting personal or institutional gains. Funders want to see public value—not just academic advancement. And always align your writing with the funder’s language and values. A great proposal is a blend of evidence, strategy, and storytelling.

7.     Submit Early: Plan to submit 2 weeks to several days in advance to avoid technical delays and ensure a smooth process.
Aim to submit a day or two before the actual deadline. Early submission isn't just a precaution—it's a strategy. Grant portals can crash, PDFs might not upload correctly, and your institution’s approval system could be delayed. Giving yourself this buffer reduces last-minute stress and allows time for troubleshooting. It also demonstrates professionalism and respect for the process, ensuring that your hard work reaches the reviewers without unnecessary risk.

Why This Work Matters

As you take on the challenge of writing your scientific research proposal, remember that you are contributing to something much larger than your own career. Scientific research is the engine behind medical breakthroughs, environmental protections, technological innovations, and the policies that shape our global future. Every well-crafted proposal has the potential to spark new knowledge, inform public decisions, and improve lives around the world. When researchers secure funding and carry out meaningful investigations, the benefits ripple far beyond the lab or the classroom. In a world facing complex and urgent challenges, your work—and how you pursue it—matters deeply.

What have you learned about writing successful research grants? We'd love to hear your experiences, tips, or questions. Add a comment below and join the conversation!

Crafting Your Organization’s Journey in Grant Applications

When tackling grant applications, a common yet crucial section you'll encounter is the one that asks about your organization's background and history. Funders are keen to understand how your organization was established and the significant milestones achieved along the way. This section is informational and an opportunity for storytelling, a powerful tool to captivate your audience. After all, who doesn't enjoy a well-told story?

The Power of Storytelling in Grants

Storytelling is not just a method of communication; it's a powerful psychological tool that can enhance how information is perceived and remembered. Neuroscience research suggests that storytelling can activate parts of the brain that process visual and emotional information, potentially leading to the release of dopamine, particularly during emotionally charged events or crucial moments in the narrative. This dopamine release helps with memory and information processing and enhances the reader's emotional connection to your story, making the experience more rewarding and memorable.

Consider the difference between presenting dry facts and telling a compelling story. While a list of dates and events might convey the necessary information, a narrative that weaves these elements into a cohesive and engaging story captures the imagination and holds the reader's attention. This approach increases the readability of your application and enhances the memorability of your organization's journey.

Researching Your Roots

To effectively tell your organization's story, start at the beginning. It's crucial to understand the circumstances that sparked the creation of your organization. Whether it was a response to a community issue or the outcome of a merger or division, these origins are the seeds from which your current efforts have grown. This depth can typically be uncovered by speaking with individuals who have been part of the organization since its early days or who are well-versed in its history.

The beauty of these conversations, especially with those who have witnessed the organization’s evolution from its early stages, is in capturing the passion and the challenges that shaped its path. Hearing from multiple perspectives enriches the narrative and helps portray a more nuanced and accurate picture of your organization's beginnings. While not all may make it into your grant proposal, these insights can guide you in finding a tone and approach that truly represents the spirit and values of your organization.

The Risks of Founder's Syndrome

Highlighting the founder's initial vision and drive can be tempting, but it's essential to balance this with a broader perspective. An overemphasis on the founder's story can lead to what's known as "founder's syndrome," where the organization might struggle to evolve beyond the original vision, even when community needs change. This focus can inadvertently hold the organization back from responding to current community dynamics and opportunities for growth.

To mitigate this, consider how the founder’s story is presented. While acknowledging the founder's contributions is important, it’s beneficial to describe these contributions in a way that emphasizes the collective effort rather than individual accolades. For example, rather than naming the founder explicitly, you could discuss the founding vision as a reflection of community aspirations at the time. This approach shifts the narrative from a single visionary to a broader community initiative, which can empower current staff and stakeholders by placing them at the forefront of the organization's ongoing story.

This framing minimizes the risks associated with founder's syndrome and reinforces the organization's current relevance to its community. By focusing on how the founding principles have evolved and are being carried forward by a diverse team, the story becomes one of ongoing community engagement and adaptation, which is more appealing to funders looking for dynamic and responsive organizations.

Describing Milestones: Visualizing Major Projects and Growth

When detailing your organization's milestones, it's vital to focus on significant projects and achievements that demonstrate capacity and growth. Highlighting these milestones offers a compelling narrative of progress and capability to funders.

Securing a Permanent Home

One transformative milestone for many organizations is securing a physical space. This step often symbolizes stability and permanence, which are crucial for operational expansion and community impact. Describe the journey of acquiring this space: from the initial search, selecting the right location based on strategic needs, to the momentous day of moving in. Elaborate on how this new home has transformed the daily operations and enhanced the ability to serve the community better. For instance, a new headquarters could provide a central hub for programs, meetings, and administrative work, facilitating more efficient coordination and expanded services.

Launching Significant Initiatives

Another critical milestone is launching new programs that address specific community needs. Detail the planning and resources that went into these initiatives, such as a new educational program or a public health campaign. Describe the process from conception through implementation, highlighting any partnerships or community involvement that played a role in its success. Share stories that illustrate the tangible impacts of these programs, such as testimonials from beneficiaries or statistics demonstrating improvement in community well-being.

Completing Major Projects

Consider the example of completing a major infrastructure project like an affordable housing complex. This achievement reflects your organization's ability to manage large-scale projects and its commitment to addressing critical needs in the community. Discuss the planning stages, the challenges encountered along the way, and how these were overcome. Highlight the community's involvement in the project, from planning to execution, which fosters a sense of ownership and strengthens the project's impact. Describe the day the complex opened, the first families moving in, and the ongoing benefits to the community, such as increased stability and improved quality of life.

These milestones, from securing a physical space to launching pivotal programs and completing significant projects, paint a vivid picture of an organization that is reactive and proactive in its growth and adaptation. They showcase an entity capable of undertaking substantial challenges and seeing them through to successful conclusions, precisely the type of assurance funders are looking to support. By vividly describing these milestones, you document your organization's achievements and highlight its potential for future success.

Handling Difficult Histories

Organizations often encounter chapters in their histories that are less than flattering, presenting unique challenges in how they are perceived by funders and the community. Whether it’s past leadership missteps, financial mismanagement, or internal conflicts, addressing these issues can significantly influence an organization's ability to secure funding and maintain public trust.

Overcoming Financial Mismanagement

A common issue some organizations face is financial mismanagement. For instance, I have worked with an organization that had to rebuild trust after discovering that a previous executive director had been embezzling funds. The discovery was devastating, but the response was pivotal for the organization’s future. Transparency with stakeholders about the extent of the mismanagement was the first step in recovery. Implementing stringent financial controls and appointing a new leadership team demonstrated to funders and the community that the organization was committed to accountability and integrity. By openly discussing the measures taken to ensure such a breach of trust would never happen again, the organization managed to rebuild its reputation slowly.

Navigating Internal Conflicts and Community Resistance

Another example involves an organization that was formed in the wake of another's collapse due to internal disagreements over strategy, particularly in their work with vulnerable populations like those experiencing homelessness. While under a different name, the new organization had to navigate significant community skepticism. Many community members were wary, concerned that history might repeat itself. The organization took proactive steps to engage with the community extensively, holding public meetings to outline its new approach and how it differed fundamentally from its failed predecessor. They emphasized a renewed focus on collaborative strategies and transparent operations, crucial in gradually winning back community support.

Lessons Learned and Safeguards

In both cases, these organizations learned crucial lessons about the importance of transparency, the need for robust oversight mechanisms, and the value of open communication with all stakeholders. Moving forward, they implemented comprehensive safeguards such as regular audits, new leadership training programs, and enhanced board oversight to prevent past problems from reoccurring. These measures fortified the organizations internally and served as a testament to their resilience and capability to reform, which are qualities that reassure funders and enhance the prospects of future support.

By delving into our history, we confront and rectify past missteps and uncover invaluable knowledge that informs our current strategies and decision-making processes. This historical insight is crucial for understanding the changing dynamics and needs of the communities we serve, enabling us to anticipate future challenges and opportunities more effectively. The strategic use of these lessons allows us to adapt and respond proactively, ensuring that our organization remains agile and aligned with our mission and community expectations.

Furthermore, transforming these historical challenges into narratives of resilience and responsibility profoundly impacts our organization’s public image and internal cohesion. Sharing these stories not only helps secure grants but also strengthens the overall fabric of the organization, making it more robust and better equipped to fulfill its mission. This approach leverages the transformational power of storytelling to enhance community perception and internal morale, fostering a culture of accountability and continuous improvement that resonates with staff and stakeholders alike.

Avoiding Overstatements and Platitudes

While reviewing grant applications, I once encountered an organization's claim that they were the only group teaching circus arts in their region. However, living just down the street from another circus arts program, I knew this wasn't accurate. Such claims can make an organization appear naive or isolated, indicating a lack of awareness about the surrounding community and similar initiatives. This can diminish credibility and poorly reflect your organization’s connectedness and understanding of the broader sector.

Instead of making exclusivity claims, emphasize what makes your organization unique. Using the term "unique" suggests special qualities or approaches that distinguish your organization without implying sole authority or presence. For instance, stating that your organization "uniquely integrates community engagement into its circus arts curriculum" highlights distinctiveness without overstating exclusivity.

Embracing Our Past: Lessons Learned from Our History

Incorporating effective storytelling into your grant applications transforms a routine submission into an engaging narrative that captures the essence of your organization's journey. Remember, the stories we tell in these applications are powerful; they engage readers and help us reflect on our organization's history.

Reflecting on the past isn't just about recounting events; it's about understanding the lessons learned and how they shape your organization's future. As you craft your story, consider how each element of your organization's history can illuminate its growth, resilience, and dedication to its mission, offering funders a vivid picture of why your organization is worthy of support.

Our journey through the organization's history is not just about recounting events; it's about learning from them and using those lessons to strengthen our future. Each story of past challenges and how they were overcome provides valuable insights that can help in securing grants and building a more robust and ethical organization. By embracing our past, we can show funders and stakeholders our commitment to growth, transparency, and continuous improvement.

To learn the art and technique of effective grant writing more deeply, consider exploring our Certificate in Grant Writing course. This program is designed to equip you with the skills necessary to write compelling grant proposals that tell your organization's story effectively and highlight your operational strengths and community impact.

We would love to hear about your experiences and challenges in writing about your organization's history. What obstacles do you encounter, and how do you overcome them? Share your thoughts and questions in the comments below. We're eager to learn from your experiences and provide guidance where possible!

AI Prompts for Grant Writing

AI Prompts for Grant Writing

How AI Can Supercharge Your Grant Writing Process

Writing grant proposals is both an art and a science—one that requires time, strategy, and the ability to craft a compelling case for funding. But for many organizations, limited resources and staff capacity make the grant writing process overwhelming. That’s where artificial intelligence (AI) comes in. AI tools can help nonprofits, small teams, and even experienced grant writers by generating fresh ideas, streamlining repetitive tasks, and ensuring proposals are clear, persuasive, and aligned with funder priorities. Whether you’re new to grant writing or a seasoned pro looking for new perspectives and efficiencies, AI can be a game-changer in prospecting, writing, budgeting, and managing grants.

Below, we’ll explore AI-powered prompts that can assist with every step of the grant writing process—from finding the right funders to writing winning proposals and managing post-award responsibilities.

Grants Research

• Summarize this RFP for me in plain language. I want to focus on what really matters to the funder. [PASTE FULL TEXT OF THE RFP]

• Provide insights on how to align my project with the mission and priorities of a specific funder. Here’s a summary of the RFP: [INSERT RFP SUMMARY].

• Which national private foundations are most likely to fund nonprofit organizations working to [increase access to the arts OR insert your cause/mission]?

• Is anyone on the [Name of Foundation] Board of Trustees affiliated with [Name of Your City or State]? Let’s find potential connections.

• The mission of [Your Organization] is [insert mission]. How does our work align with the [Name of Foundation] mission or funding priorities?

• Which organizations in [Your City/State] have received grants from the [Name of Foundation] within the last five years?

• What grants has [Name of a Similar Nonprofit or Business] received in the past five years? Let’s analyze their funding sources.

• Identify government grants that align with our mission to [insert mission]. What federal, state, or local funding opportunities should we explore?

• Find corporate giving programs that support causes like [insert cause/issue]. How can we position our organization for corporate sponsorship or philanthropic grants?

• Map out a 12-week countdown plan for year-end fundraising so we hit every key deadline without breaking a sweat.

• Design a simple yet powerful fundraising dashboard to track performance like a pro.

Initial Communications

• Draft a persuasive executive summary that distills the key points of my grant proposal into a concise, funder-friendly snapshot. Here’s my draft: [PASTE GRANT PROPOSAL].

• Write a strong letter of intent (LOI) for a grant application to [INSERT FOUNDATION NAME]. Here’s the grant opportunity: [SUMMARY OF THE RFP].

• Write a one-page Letter of Inquiry (LOI) to the [Name of Foundation] requesting [$Amount] for [Name of Organization]. We focus on [Brief Description of Project].

• Create a persuasive case for support that explains why our organization is the right fit for this funding opportunity.

• Craft a strong email subject line to maximize the chances that my funding inquiry gets read.

• Write a phone script for a call with a foundation program officer to discuss a potential grant opportunity.

• Write a follow-up email to a program officer after an initial inquiry, keeping the conversation open and warm.

Writing the Proposal

• Review and refine my grant proposal to make it more persuasive. Here’s the full text: [PASTE FULL TEXT OF YOUR PROPOSAL].

• Draft a strong logic model for our grant proposal that clearly connects inputs, activities, outputs, and outcomes.

• Analyze this grant proposal for strengths and weaknesses. Provide suggestions for revisions to make it stronger. [PASTE FULL TEXT OF YOUR PROPOSAL].

Organizational Description

• Craft a compelling mission and vision statement for my nonprofit. Here’s what we do: [INSERT DESCRIPTION].

• Write a compelling opening paragraph for a grant proposal focused on [INSERT PROJECT GOAL]. Let’s hook the reader from the start.

• Craft a powerful narrative that demonstrates my organization’s capacity and experience in implementing similar grant-funded projects. Here’s our background: [INSERT INFO].

• Categorize my programs and services into a logic list. Write concise descriptions of each, including key metrics. [INSERT INFO].

 

Community Insight Statement

• Craft a compelling needs statement that highlights the urgency and significance of [INSERT ISSUE]. This is the backbone of my grant proposal, so let’s make it persuasive.

• Find research that supports the following statement. Make sure to include links to the citations where you found the information.

• Paraphrase this research into 1-2 sentences. [INSERT DETAILS].

• Rewrite my community insight statement so that it focuses on the challenges and opportunities within the community without mentioning the solution (which goes in the project description). [INSERT TEXT].

Budget and Request Info

• Craft a budget narrative that clearly justifies the allocation of funds for my program. Here’s the breakdown: [INSERT DETAILS].

• Analyze our budget for this year compared to the actuals from last year, identifying any line items that changed by 10% or more. Write possible explanations for the variance.

• Generate a list of cost-effective strategies to maximize grant funds and demonstrate strong financial stewardship.

• Help me identify cost-sharing or in-kind contributions that will strengthen our grant application.

 

Project Description

• Develop a clear, concise project description that explains what my grant-funded initiative will do and why it matters. The goal? Make it impossible for funders to say no.

• Develop a clear and concise project description for my grant proposal in 200 words or less.

• Generate a list of potential partnership opportunities with local businesses or community organizations to strengthen my grant proposal. The initiative is about [INSERT PROJECT DETAILS].

• Develop a detailed project timeline with key milestones for my grant proposal. Here’s my list of activities: [INSERT LIST].

• Write a concise primary goal of my project. The goal should be broad and abstract.

• Ensure my project objectives are SMART (Specific, Measurable, Achievable, Relevant, and Time-bound). Here’s my list: [INSERT LIST OF GOALS].

• Develop SMART objectives for my project: We provide a tutoring program for youth ages 8-16 focused on academic improvement, personal goal setting, and holistic wellness.

Evaluation and Closing

• Suggest key performance indicators (KPIs) or metrics that will effectively measure the outcomes of our grant-funded program. Here’s what we do: [INSERT DETAILS].

• Refine my sustainability plan for [INSERT PROJECT]. How do I convince funders that my project will thrive long after the grant funding ends?

• Suggest creative dissemination strategies to share the outcomes and lessons learned from my grant-funded research/project. The focus is [INSERT STUDY OR PROJECT TOPIC].

• Help me make the case that my organization is fully capable of managing and executing grant funding from the [Foundation].

• Generate an outcomes framework for a grant-funded project focused on [INSERT PROJECT GOAL]. Here's additional information: [INSERT CONTEXT]. Let’s make it measurable, realistic, and impactful.

• Identify potential challenges that may arise during my grant-funded project and suggest strategies to address them. Here’s my project: [INSERT PROJECT DESCRIPTION].

• Create an impactful conclusion paragraph that leaves the funder with no doubts about why this project deserves support.

Building Relationships

• Draft a thank-you letter to funders after receiving a grant, reinforcing impact and setting the stage for future funding opportunities.

• Suggest creative ways to keep funders engaged between grant cycles so they stay invested in our work.

• Help me craft a success story about a past grant-funded project that can be used for future funding applications and donor outreach.

• Draft a persuasive thank-you letter to [Name of Foundation], showing the impact of their $50,000 grant [INSERT DETAILS].

• Create a media strategy to publicly recognize funders in a way that enhances our credibility and encourages future support. Include website analytics, social media reach, and more.

Grants Management and Post-Funding Strategy

• Draft a funder report template that makes grant reporting simple, clear, and engaging.

• Write a concise, engaging impact report to share with funders and stakeholders.

• Generate a grant compliance checklist to ensure we meet all reporting and accountability requirements.

• Develop a strategy to turn a one-time grant into recurring funding. How can we position ourselves for renewal or multi-year support?

The Human Touch: Ethical AI Use in Grant Writing

While AI can be a powerful tool for grant writing, it’s important to remember that it should enhance, not replace, human expertise. AI-generated content still requires fact-checking, refinement, and personalization to ensure that proposals are accurate, mission-aligned, and compelling.

Here are a few key considerations when using AI in grant writing:

• Verify all information – AI can generate well-structured content, but it doesn’t replace research. Always double-check grant requirements, funder priorities, and statistics for accuracy.

• Ensure originality and compliance – Many funders have specific guidelines on formatting, storytelling, and required sections. AI can help with structure, but your final proposal should reflect your organization's unique voice and vision.

• Maintain ethical use – AI should be used as a drafting and brainstorming tool, not a shortcut to bypass strategic thinking. Funders value authenticity and deep organizational knowledge, so be sure your final submission reflects the passion and expertise of your team.

• Personalize and refine – AI-generated text often lacks emotional nuance. Adding real stories, testimonials, and organizational insights will make your grant application more persuasive and memorable.

Ultimately, AI can streamline and support the grant writing process, but your expertise, creativity, and strategic thinking will always be the most valuable assets in securing funding. Plus AI has negative impacts on the environment. By blending technology with human insight, you can craft stronger, more impactful proposals—while saving time and energy for what really matters: your mission.

Want to learn more about AI and grant writing? Sign up for our AI Webinar series today!

The Dark Side of AI and Grant Writing: Unveiling Its Environmental Impact

Artificial intelligence (AI) is often celebrated for its transformative potential—helping businesses streamline operations, improving decision-making, and even addressing global challenges like climate change. For grant writers, AI tools can accelerate research, improve proposal writing, and identify funding opportunities. However, behind AI’s bright promise lies a less-discussed reality: its environmental costs. From the electricity it consumes to the water it uses and the waste it generates, AI places significant strain on the planet. Understanding these impacts is essential to ensure we use AI responsibly in grant writing and beyond.

AI’s Dependence on Electricity

AI’s immense computational power enables tools like ChatGPT to assist grant writers in drafting proposals, generating action verbs, or organizing ideas. Yet, this convenience comes at a cost: massive energy use. Data centers—the physical facilities that store, process, and manage all the data these tools rely on—consume enormous amounts of electricity. These facilities account for about 1% of the world’s total electricity use, which is roughly the same as the energy consumption of countries like Argentina (International Energy Agency, 2021).

Training large AI models, like GPT-3, uses enough electricity to power more than 100 average U.S. homes for a year (Brown, 2020). To put this in perspective, imagine running a grant-writing retreat where 100 participants leave their lights, computers, and appliances running 24/7 for an entire year. That’s the level of energy required just to train one model. Most of this electricity comes from burning fossil fuels such as coal and natural gas, which release carbon dioxide (CO₂) into the atmosphere, contributing to climate change.

For many regions, electricity grids are still heavily dependent on fossil fuels. This means that every time we use an AI tool to draft a grant narrative or research funding sources, we indirectly add to carbon emissions. While AI can save time and effort, it’s important to balance its benefits with an awareness of its environmental costs.

AI’s Heavy Use of Water

Electricity isn’t the only resource that keeps AI running; water plays a critical role as well. Just as a grant writer might need coffee to stay sharp during a late-night writing session, data centers need water to keep their systems cool and operational. These facilities generate immense heat as they process and store data, and millions of gallons of water are used annually to regulate their temperature (Miller et al., 2023).

In drought-prone regions like Arizona or California, where every drop of water is precious, the demand from data centers creates additional challenges. Imagine if a nonprofit working on water conservation in these areas discovered that its AI-driven grant writing tools were indirectly straining local water supplies. This dilemma underscores the importance of exploring more water-efficient cooling technologies to reduce the strain on resources.

The Waste and Resource Costs of AI Hardware

The physical infrastructure that powers AI—servers, GPUs, and storage devices—comes with its own environmental challenges. Just as a grant writer might need specialized tools like templates or software to streamline their work, AI requires specialized hardware made from rare earth metals and other finite resources. Mining these materials often destroys ecosystems and pollutes local waterways (Rüdiger et al., 2019).

Once this hardware becomes obsolete, it contributes to the growing global problem of electronic waste. In 2019, the world generated 53.6 million metric tons of e-waste, much of it discarded improperly (Forti et al., 2020). To put this into grant-writing terms, imagine a foundation rejecting a proposal simply because the narrative is disorganized, resulting in wasted time and effort. Similarly, improperly discarded hardware wastes valuable resources and creates lasting harm to the environment.

For grant writers who rely on AI tools, this raises a critical question: how can we advocate for sustainability while using tools that may contribute to environmental harm? Supporting initiatives to refurbish or recycle old hardware and choosing companies with sustainable practices can help address these concerns.

Managing Heat in AI Operations

AI operations also produce significant heat, and cooling data centers is a major challenge. Data centers are like massive ovens, generating more heat than a room full of laptops at a grant-writing workshop. Traditional cooling methods, such as air conditioning, use additional electricity, compounding the energy demands of these facilities (International Energy Agency, 2021).

Innovative solutions, like liquid cooling or underwater data centers, show promise. However, these technologies are expensive, much like trying to overhaul a grant-writing program without sufficient funding. Until these solutions become more affordable, the energy and cooling demands of AI tools will continue to create environmental challenges.

What Can Grant Writers Do?

While AI offers incredible tools for grant writers, we have a responsibility to consider its environmental impact. Here are some steps to use AI more sustainably in grant writing:

Support Renewable Energy: Choose AI tools and platforms powered by clean energy sources like wind or solar. Many tech companies now disclose their renewable energy usage.

Use AI Efficiently: Instead of relying on AI for every part of the grant writing process, focus on using it for specific tasks like generating action verbs or organizing ideas. This reduces the computational power needed.

Promote Responsible Practices: Advocate for sustainable practices within the organizations you support, such as recycling outdated hardware.

Educate Funders: When drafting grant proposals, consider highlighting the environmental impact of AI and proposing projects that address sustainability challenges.

Conclusion: Balancing AI’s Promise with Sustainability

For grant writers, AI holds tremendous potential to save time, improve proposals, and increase funding success, especially when you use smart prompts. However, these benefits come with hidden environmental costs, from electricity and water usage to e-waste and resource depletion. By using AI responsibly and supporting sustainable practices, we can ensure that the tools transforming our work do not come at the expense of our planet.

As grant writers, we often tell the story of how nonprofits make an impact. Let’s ensure that our own use of AI aligns with the values of stewardship and sustainability we so often advocate for.

What are your thoughts? Have you considered how AI’s environmental impact ties into your grant-writing work? Share your ideas and solutions in the comments below!

References

Brown, T. B. (2020). Training GPT-3: The carbon cost of AI. OpenAI Blog. Retrieved from https://www.openai.com

Forti, V., Baldé, C. P., Kuehr, R., & Bel, G. (2020). The global e-waste monitor 2020. United Nations University.

International Energy Agency. (2021). Data centers and energy consumption: 2021 report. IEA Publications. Retrieved from https://www.iea.org

Miller, J., Xu, T., & Lee, H. (2023). Water use in tech: Balancing demand in arid regions. Environmental Science Journal, 45(3), 233–245.

Rüdiger, K., Fisher, E., & Naskar, A. (2019). Rare earth metals and their environmental impact. Journal of Sustainable Mining, 18(2), 97–110.

Harnessing AI in Grant Writing: Dare to Try?

In the competitive world of grant writing, standing out can be a challenge. This is where artificial intelligence (AI) can become a grant writer's best friend. By leveraging AI tools, you can streamline the grant writing process and enhance the quality of your proposals.

Here are twelve practical ways to use AI to save time and win more grants, complementing the expert training provided by Spark the Fire Grant Writing Classes. Each is complete with specific examples.

1. Research Assistance

AI can quickly sift through vast databases and research papers to find relevant statistics, studies, and data that support your grant proposal. For example, AI can extract recent data on community health outcomes from CDC databases to support a health initiative grant. Additionally, it can help find peer-reviewed articles to back up community insight statements, ensuring your claims are well-supported.

For example, you could prompt ChatGPT with something like,

"Provide the latest statistics on adolescent mental health conditions, specifically rates of anxiety and depression among youth in the United States, using reliable sources like the CDC or similar organizations."

This would prompt ChatGPT to sift through available data and pull out the most relevant statistics to support your proposal.

Additionally, you could request,

"Summarize evidence-based practices for early intervention in youth mental health, drawing from peer-reviewed research or reputable sources."

This would help you gather peer-reviewed articles and studies that highlight effective intervention strategies, ensuring your community insight statements are well-supported. For instance, if you're writing a proposal for a youth mental health initiative, ChatGPT could retrieve recent CDC data showing rising rates of anxiety and depression among adolescents, and then supplement that with studies demonstrating the success of early intervention programs, strengthening your case for the project's impact and need.

2. Budget Creation

Utilize AI tools to automate the budgeting process. AI can help predict costs and expenditures, create detailed budgets, and ensure financial proposals are accurate and align with the funding organization's requirements. For instance, an AI tool could automatically calculate the total cost of personnel over a project's lifecycle based on projected changes in wage rates. It can also incorporate a 15% indirect cost rate into your project budget, ensuring it aligns with standard grant requirements.

For example, you could prompt:

"Help me create a detailed project budget for a [type of project]. Include the projected personnel costs based on current wage rates and factor in a 15% indirect cost rate. Ensure that the budget aligns with typical grant requirements and includes all necessary expenditures such as equipment, supplies, and labor over the project's lifecycle."

This would guide the AI to generate a budget that predicts costs accurately and ensures that it adheres to standard practices like indirect cost rates, providing you with a solid financial plan that fits grant funders' expectations.

3. Writing Assistance

AI-powered writing assistants can help draft sections of your grant proposals, ensuring clarity and coherence. They can suggest alternative phrasing to articulate the need for a community project more compellingly, making the proposal more persuasive. AI can also vary sentence structure and create bulleted and numbered lists to break up long paragraphs, enhancing readability.

For example, you could prompt ChatGPT with:

"Assist me in drafting a section of a grant proposal for a community project. Help me articulate the need for the project in a compelling and clear way, offering alternative phrasing to make the case more persuasive. Also, vary the sentence structure to improve readability and break up long paragraphs using bulleted or numbered lists where appropriate."

This prompt would guide the AI to provide suggestions for clearer, more persuasive language and ensure the proposal is well-structured and easy to read.

4. Proofreading and Editing

Use AI to proofread your proposals for grammar, punctuation, and style errors. Tools like Grammarly ensure your final submission is polished and professional. For example, Grammarly can catch and correct passive voice usage in your proposal, which funders may find less engaging. Additionally, AI can help incorporate action verbs that make your proposal shine and sound more confident.

5. Plagiarism Check

AI plagiarism detectors can scan your proposal to ensure originality and integrity in your submissions. This can be critical when pulling information from commonly used sources, ensuring your text remains unique. AI can also help you paraphrase research and assist with creating APA-style citations while maintaining academic integrity.

For example, you could prompt:

"Scan this grant proposal for plagiarism to ensure originality. If any sections are too similar to commonly used sources, suggest ways to paraphrase the content while maintaining the original meaning. Additionally, assist in creating proper APA-style citations for the sources used in the proposal, ensuring academic integrity throughout the document."

This would guide the AI to check for potential plagiarism, suggest improvements for paraphrasing, and help with accurate citation formatting to maintain the proposal's integrity.

6. Compliance and Character Count Monitoring

AI can help ensure that your proposal meets all the specific compliance and formatting rules set by the grantmaker. An AI tool could alert you if your proposal exceeds word count limits or if mandatory sections are missing. It can also pare down your writing to fit specific character count allowances or help expand your ideas to make the writing lengthier.

For example, you could prompt:

"Review this grant proposal to ensure it complies with the funder's guidelines, including word and character count limits. Alert me if any sections exceed the specified limits or if any mandatory sections are missing. If necessary, help me condense sections to meet the character count requirements or expand on ideas to meet the lengthier sections needed."

This would guide the AI to check for compliance with the grantmaker’s rules and help adjust the proposal's length as needed while maintaining clarity. Paste the grantmaker's instructions or summarize the key rules in your prompt. For example:

"The grant proposal should not exceed 1,500 words and must include sections for the project description, budget, objectives, and timeline. The budget section should be no longer than 300 words, and the proposal must include a summary of community impact."

7. Guideline Comparison and Improvement Suggestions

AI tools can compare your grant proposal against the grant guidelines, assessing the pros and cons of your proposal and offering targeted suggestions for improvement. This ensures your proposal aligns well with the funder’s expectations and maximizes your chances of success.

For example, you could prompt:

"Compare this grant proposal against the following guidelines: [insert key guidelines such as required sections, word count limits, formatting rules, etc.]. Assess the strengths and weaknesses of the proposal based on these criteria and provide targeted suggestions for improvement to ensure better alignment with the funder’s expectations."

This prompt would guide the AI to analyze your proposal in light of the provided guidelines and suggest adjustments that could improve your chances of success.

8. Tailored Proposals

AI tools can analyze previous successful proposals and the interests of funders to suggest customizations in your proposals that increase their appeal to specific grantors. For instance, if a funder emphasizes innovative approaches, AI can suggest incorporating language that highlights innovative aspects of your project. AI can also help weed out jargon, making your proposal clearer and more accessible.

For example, you could prompt ChatGPT with:

"Analyze this grant proposal and compare it with successful proposals from similar projects. Based on the specific interests of the funder [insert funder’s focus areas or priorities], suggest customizations to make the proposal more appealing. For example, if the funder values innovation, help highlight the innovative aspects of the project. Additionally, suggest ways to eliminate jargon and make the language clearer and more accessible to ensure it resonates with the funder."

This prompt would guide the AI to tailor the proposal to the funder’s interests while improving clarity and readability.

9. Project Management

Use AI-driven project management tools to keep track of deadlines, submission guidelines, and follow-ups. These tools can automatically update your calendar with submission deadlines and alert you to upcoming tasks, ensuring nothing falls through the cracks. For example, I created a 50-day checklist for writing grant proposals that go through internal and client reviews and submission dates well ahead of actual due dates. Look for the blog article coming soon.

For example, you could prompt:

"Help me create a project management plan for a grant proposal. Based on the deadlines and submission guidelines, generate a 50-day checklist that includes tasks like internal reviews, client reviews, and preparation for submission. Ensure that each task is assigned a specific date well ahead of the final submission deadline and provide reminders for upcoming tasks. Additionally, suggest ways to set up automatic alerts or calendar updates to keep track of these deadlines and follow-ups."

This prompt would guide the AI to structure a detailed timeline and help you stay on top of the grant writing process.

10. Stakeholder Engagement

AI can analyze stakeholder data to help you identify and engage potential collaborators, supporters, and beneficiaries. This might involve analyzing social media data to identify key community influencers who can champion your project. The AI helps by mapping out key stakeholders based on their influence and relevance to your project goals.

For example, you could prompt ChatGPT with:

"Analyze the stakeholder data I provide for my grant proposal project and help me identify potential collaborators, supporters, and beneficiaries. Based on the information I give, such as social media insights or key community influencers, assist in mapping out the most relevant stakeholders to my project goals. Suggest strategies for engaging these stakeholders effectively, considering their influence and relevance to the project."

This revision clarifies that ChatGPT can only work with the data you provide rather than pulling real-time data from social media or other external sources.

11. Sentiment Analysis

Apply AI to assess the emotional tone of your proposal to ensure it aligns with the mission and values of the funding organization. This can help tailor the narrative to evoke a stronger emotional response from reviewers. For instance, in a technical assistance proposal, AI might emphasize efficiency and innovation. In contrast, a youth arts program might highlight the transformative impact on participants' lives through engaging personal stories.

For example, you could prompt ChatGPT with:

"Assess the emotional tone of this grant proposal and ensure it aligns with the mission and values of the funding organization. Based on the type of proposal (e.g., technical assistance, youth arts program), suggest adjustments to the narrative to evoke the desired emotional response from reviewers. For instance, if the proposal is for a technical assistance project, emphasize efficiency and innovation. If it's for a youth arts program, highlight the transformative impact on participants’ lives through engaging personal stories."

This prompt will guide the AI to analyze the emotional tone and offer suggestions for tailoring the narrative accordingly.

12. Writing SMARTIE Objectives

AI tools can assist in writing SMARTIE objectives, which are specific, measurable, achievable, relevant, time-bound, inclusive, and equitable goals for your projects. 

SMARTIE objectives are essential for grant success because they demonstrate clear planning and provide measurable benchmarks for evaluating impact. Funders value proposals with well-defined goals, as they show a project is thoughtfully designed and achievable. Including inclusivity and equity in your objectives aligns with many funders' priorities, reflecting a commitment to serving diverse communities. Additionally, clear and actionable objectives enhance your organization’s credibility, showing your capacity to deliver results.

By tailoring SMARTIE objectives to funders’ missions and criteria, you create a compelling case for funding while ensuring your project achieves meaningful outcomes. To learn more about SMARTIE objectives, read our blog article, Mastering SMARTIE Objectives.

Conclusion

Embracing AI tools in conjunction with high-caliber training can significantly enhance your grant writing skills, streamline your processes, and increase your success rate in grant applications. AI should not be feared but seen as a powerful ally that can help us secure more funding for our important work to help the community through grants. Remember, we're all in this together!

Explore our courses and resources at Spark the Fire to empower your grant writing journey with the latest technological advancements.

Read our blog on AI Prompts for Grant Writing for more examples.

Comment Below!

We’d love to hear from you! Are you already using AI in your grant writing process? Share what’s working—or what challenges you’re facing. Your insights could inspire others in the Spark the Fire community. Drop your thoughts in the comments below, and let’s keep the conversation going!

Game-Changer: Submitting Your Grant Proposal Weeks in Advance (Copy)

One evening, while making dinner, I received an unexpected phone call that significantly influenced my approach to submitting grant proposals. It was Therese Ogle, a respected program officer for several foundations in the Seattle area. She had just reviewed a grant proposal I had submitted for a capital campaign to renovate a building and transform it into a play space for parent support.

Therese had a few questions about the details of the proposal. As I answered her questions earnestly, I jotted down notes. When the conversation ended, she suggested I revise the proposal based on our discussion and resubmit it before the deadline. I carefully made revisions to the unclear points and added more details to the sections she had asked about. The grant was resubmitted in a couple of days, still ahead of the deadline. The grant was fully funded.

This experience underscores a crucial strategy in grant writing: the advantage of submitting your proposal well before the deadline. Here’s why early submission can make a significant difference:

1. Opportunity for Feedback: Early submission may open the door to invaluable feedback from the funding agency. Foundations often review submissions if they are submitted weeks before the deadline and provide feedback, just as I experienced. This feedback can be invaluable in refining your proposal to make sure all aspects of the project are clear. Learn more about crafting a stellar proposal in our Certificate in Grant Writing Course.

2. Catching Missing or Outdated Attachments: Foundations often require various attachments, such as financial statements, board rosters, and organizational budgets. Submitting early allows the foundation to notify you if any documents are missing or outdated, giving you ample time to provide the most recent information. One commonly outdated attachment is the balance sheet. It should be updated to the most recent quarter when submitting a grant proposal. Ask the financial team or your accountant to send you an updated balance statement at least quarterly. Access templates for grant attachments that are refined and vetted in our template resources.

3. Avoiding Technical Difficulties: Grant submission platforms can become overloaded as the deadline approaches, which might lead to technical difficulties. I have heard countless tales of organizations working on government grants for weeks and then not being able to submit the final draft on the due date because the system crashed. Misplacing usernames and passwords is also quite common with online applications, so make a habit of documenting these important credentials. Also, note the time of the day and time zone for the grant deadline. No one wants to learn at 5 pm Central that the grant was due at 5 pm Eastern. Early submission helps you avoid the last-minute frenzy and ensures all your hard work at least gets reviewed by the funder.

4. Postal Requirements: Some grants require physical mailing, with deadlines based on when the application is received, not postmarked. Realizing this requirement too late can be disastrous. One foundation even requires that you send full proposals, including your 990 Tax Return, to each of the board members on the foundation in paper format via the mail. Early submission ensures that your application will not be disqualified for arriving late. Avoid overnighting your grant application if at all possible. It can be seen as a waste of resources.

5. Internal Review: While it's never fun to have too many cooks in the kitchen, ensuring that your team members are fully on board with every aspect of the proposal is worth the time spent building consensus. By creating a timeline that allows ample time for internal review, you can use this time to refine your arguments, enhance your narrative, and align your proposal more closely with the funder’s priorities, making it more compelling. Check out my blog on creating a 40-day turnaround on grant proposal development to streamline your team's review plan.

6. Peace of Mind: Submitting early can significantly reduce stress and provide peace of mind, knowing that your proposal is completed and submitted without the pressure of a looming deadline. This mental freedom allows you to focus on other important tasks or start planning your next grant proposal. 

How much in advance should I submit grant proposals?

For strategic grant submissions, timing can be everything. If your primary goal is to receive feedback on your proposal before the final deadline, submitting it at least two weeks early is essential. This window of time allows the foundation's staff to thoroughly review your application without the pressure of the impending deadline rush, which typically sees a surge in submissions. 

Remember, fewer proposals will be submitted this early, so it will really stand out and allow your proposal to receive more attention. Program officers will be less rushed and can provide more detailed and constructive criticism you can use to strengthen your proposal. Not every foundation will do this, but many will if you submit early enough.

Types of Feedback Grantmakers May Provide Before the Application Deadline

When you submit a grant proposal early, grantmakers may provide feedback that can greatly enhance your application. This feedback usually focuses on refining your proposal to better meet the grant’s objectives and criteria. Understanding the types of feedback you might receive before the application deadline can prepare you to make the most effective updates to your proposal. Here are some common areas where grantmakers might provide feedback:

1. Work Plan and Timeline:

   • Planning Details: Reviewers might ask for more information about certain aspects of your work plan that appear underdeveloped or vague. For example, they might notice you’ve skipped over essential planning details necessary for the success of your project.

   • Milestone Completion: Feedback may include questions about the completion of important milestones and how they contribute to moving the project forward. If there are not enough clear milestones in the project plan, it may not be immediately clear if the project gets off track. Putting milestones in place helps the organization and the funder ensure that the project is moving forward successfully.

   • Project Timeline: If submitting a multi-year project timeline within a single year-long grant application, grantmakers might request a breakdown of what will be accomplished specifically during the grant period to ensure the timelines are realistic and well thought out. Always make a note of how long the grant timeframe is and ensure that your timeline matches. It’s also okay to talk about other phases of the project for perspective, but make sure the grant year is prioritized.

2. Key Staff:

   • Reviewers often scrutinize who is responsible for carrying out the project and how they are qualified. Feedback may include questions about the qualifications, experiences, and roles of key staff members to ensure they are capable of executing the project successfully. If not enough information was provided, they may even suggest that you submit resumes of key staff.

3. Outputs, Outcomes, and Impact:

   • Deliverables: Grantmakers might ask for more precise metrics about deliverables, ensuring that what you propose aligns with their expectations. Also known as outputs, these are the widgets that your project will produce, such as the number of people served, the number of meals provided, the number of bed nights, or the number of acres protected.

   • Short, Medium, and Long-term Outcomes: Describing outputs is usually not enough. Reviewers will want to know what changes are expected over different periods. Outcomes should focus on the changes in behavior, awareness, attitude, knowledge, or skill resulting from participation in the project.

4. Connection to Funder’s Priorities:

   • A common feedback area is how well your proposal aligns with the funder’s priorities. If the connection isn’t clear, the funder might ask you to revise your proposal to reflect their goals better. Also, remember to address any eligibility issues. For example, I worked with an organization with “Academy” in its name. Whenever applying to funders that do not make grants to individual schools, I immediately stated that the organization was a six-month program for students at risk of dropping out - not a school.

5. Evaluation Plan:

   • Funders might flag proposals with disproportionate evaluation plans—either too extensive or insufficient for the project’s scale. They may suggest resizing the evaluation to appropriately match the project's scope and expected impact.

6. Budget:

   Hands down, the most highly scrutinized aspect of a grant proposal is the project budget. Reviewers will notice if you put together a budget hastily and may believe you have padded the budget, adding extra unnecessary expenses. To prevent this, take the time to carefully research each line item expense so it is as accurate as possible. Also, always include a detailed budget narrative that explains how each line item was calculated.

Feedback Areas Typically Not Pointed Out by Reviewers

When you can get feedback before the actual deadline, you have an edge over the competition, but there are certain areas that reviewers typically do not comment on:

• Project Fit: If a project is a bad fit for the grant, reviewers generally do not provide detailed feedback and may simply send a rejection letter.

• Grammar and Spelling: Reviewers are typically trained to overlook grammar and spelling in favor of focusing on the content of the proposal. But you should still edit your work carefully. Poor grammar and spelling are distracting, and apps like Grammarly and even Chatbots make it easy to check your work before submitting it.

Community-Based Reviewers

After the actual deadline, the formal review will take place. Increasingly, funders are hiring community-based reviewers who are more closely connected with community-based organizations. These reviewers are often provided with anti-bias training and recuse themselves from reviewing any proposal with a conflict of interest. This approach helps ensure the review process is fair, culturally sensitive, and aligned with community needs.

Reviewers typically use a rubric to score each proposal, which may or may not be made available to applicants. I enjoy volunteering to review grants for foundations and government entities and am asked to comment on each proposal that can be shared with the applicant once the awards are made. However, this information is typically only shared when the applicant requests it. So, if you don’t get a chance to receive feedback before the due date, plan to ask for it once the process is complete. This will help you become a stronger writer over time. Plus, look for opportunities to review grants and get the perspective of wearing the funder’s hat for a change.

A Good Grant Strategy

Submitting your grant proposal early is not just a precaution; it’s a strategy that can lead to better-prepared, more compelling proposals and, ultimately, a higher success rate. By understanding the types of feedback that may be provided—and those that typically are not—you can better prepare your grant proposals to meet the expectations of funders while avoiding common pitfalls. Always consider requesting feedback if your proposal is not funded, as this can provide valuable insights for future applications.

Have you ever benefited from submitting a grant early or learned a hard lesson by waiting until the last minute? Share your experiences in the comments below, and let’s discuss how we can all improve our grant writing practices for better outcomes.

Why You Need a Grant Calendar: A Roadmap to Success

Grant writing can feel like an endless race against time—missed deadlines, rushed submissions, and the overwhelming pressure to secure funding can derail even the best efforts. But what if there were a tool to keep you organized, improve your proposals, and maximize your chances of success? Enter the grant calendar, a simple yet powerful resource that can transform how you approach funding opportunities.

This article explores why a grant calendar is essential, how to build one, and how it plays a pivotal role in helping one nonprofit achieve record-breaking success.

Avoid Missed Deadlines

Deadlines are the bedrock of grant writing. Even the most compelling proposal won’t win funding if it’s late. A grant calendar eliminates the guesswork by visually organizing key dates and tasks, ensuring you stay ahead of deadlines.

With a clear timeline, you can allocate time for research, drafting, and reviews while avoiding the panic of last-minute submissions. This structured approach keeps you in control, no matter how busy your workload becomes.

Improve Proposal Quality

When you aren’t rushing to meet a deadline, you have the time to craft thoughtful, compelling proposals that truly represent your organization’s potential. A grant calendar allows you to break the process into manageable phases, giving each step the attention it deserves:

• Research and gather supporting data.

• Write, revise, and refine the narrative.

• Secure internal reviews and approvals.

By planning ahead, you can focus on quality rather than simply completing tasks. And if you’re working with a team, a grant calendar ensures everyone stays on the same page.

Prioritize Opportunities

Not all grants are created equal. Some align perfectly with your mission, while others may require significant time and effort for a smaller payoff. A grant calendar helps you focus on the “low-hanging fruit”—those opportunities that:

• Are a strong match for your organization’s goals.

• Have reasonable application requirements.

• Offer a high chance of success.

By prioritizing these opportunities, you can use your time and resources more effectively, giving each proposal the attention it deserves.

Maximize Success Through Collaboration: A Story from the Field

A few years ago, I worked with a nonprofit executive director who transformed their grant writing process using a grant calendar. What started as a simple organizational tool became the foundation of a highly successful collaboration that exceeded all expectations.

Every month, we reviewed the grants scheduled for submission in the upcoming weeks. This proactive approach allowed the executive director to identify which funders needed a personal touch. He would call the planned grantmakers, often setting up in-person meetings to build rapport and learn more about their priorities.

The calendar wasn’t just about dates; it was a strategic roadmap. I began drafting the grant proposal tailored to each funder’s guidelines and mission. When meeting grantmakers, he made it a point to listen more than he talked. He asked thoughtful questions and paid close attention to the subtle cues in their responses—what they valued, what they hoped to fund, and even what didn’t interest them.

When he met with grantmakers, he made it a point to listen more than he talked. He asked thoughtful questions and paid close attention to the subtle cues in their responses—what they valued, what they hoped to fund, and even what didn’t interest them. After each meeting or phone call, he debriefed me immediately, sharing insights that refined our approach.

The magic happened in the days following these conversations. I revised the proposals to align perfectly with the grantmakers’ priorities, weaving in the themes and ideas they had shared. By the time the proposals landed on their desks, they weren’t just applications—they were responses to the exact needs and interests of the funders.

The results? More grants were awarded than we could have imagined. This process, anchored by the grant calendar, wasn’t just about organization—it was about creating space for strategic relationships, thoughtful preparation, and collaborative teamwork.

How to Build Your Grant Calendar

Creating a grant calendar is easier than you might think. Here’s how to get started:

1. List Grant Opportunities: Begin by gathering information on all potential grants, including deadlines, requirements, and eligibility.

2. Categorize by Priority: Rank opportunities based on alignment with your mission, application complexity, and likelihood of success.

3. Add Hard Deadlines: Enter immovable deadlines first—grantmakers that only have one deadline per year, for example.

4. Use Strategic Timing: Plan your work based on grant types:

• Quarterly Deadlines: Submit to the first deadline of the year when competition is lower.

• Corporate Grants: Most corporate giving occurs early in the year. Work on these in December and January.

• Government Grants: These are typically due in September. Begin working on them in July and August.

• Family Foundations: These often make decisions around the holidays. Plan to work on them in October and November.

5. Choose a Format: Use a tool that works for you, whether it’s Google Calendar, Excel, or project management software like Trello or Asana. We also love Grant Frog for managing your grant applications.

6. Review Regularly: Update your calendar as new opportunities arise or priorities shift.

Data Elements to Track in Your Grant Calendar

A complete grant calendar includes more than just deadlines. Here are the data elements you should track:

• Name of client and project

• Name and contact info for grantmaker

• Type of funding requested

• Amount to request and likelihood rating

• Application details and deadlines

• Match requirements

• Submission and notification dates

• Status of application (e.g., draft, submitted, funded)

• Number of contacts made

• Notes from conversations with funders

• Report due dates (for both current and previous years)

• Follow-up dates

Tracking these elements ensures you have everything you need at a glance, making the grant writing process smoother and more efficient.

Conclusion

A grant calendar is more than just a scheduling tool—it’s your strategic partner in funding success. It helps you stay organized, prioritize opportunities, and improve the quality of your proposals while fostering collaboration across your team.

As the story from the field shows, when combined with strategic outreach and a commitment to listening, a grant calendar can lead to incredible results. So why wait? Start building your grant calendar today and take control of your grant writing process.

But remember, the best grant calendar is the one your team consistently uses.

Have your own tips, tools, or success stories? Share them in the comments below—we’d love to hear how you make the most of your grant writing efforts!

Mastering SMARTIE Objectives: Crafting Inclusive and Impactful Grant Proposals

When it comes to grant writing, objectives are more than just bullet points—they’re your opportunity to communicate your goals, define success, and demonstrate your commitment to equity and inclusion. That’s where SMARTIE objectives come in.

SMARTIE, which stands for Specific, Measurable, Achievable, Relevant, Time-Bound, Inclusive, and Equitable, is a goal-setting framework that builds on the widely known SMART framework. By embedding inclusivity and equity into your project’s foundation, SMARTIE objectives do more than articulate your goals—they show funders that your work is meaningful, measurable, and aligned with their priorities.

Let me share a story from my experience as a grant reviewer that illustrates why SMARTIE objectives can set your proposal apart. 

A Tale of Two Grant Proposals

During a grant review cycle, I evaluated dozens of proposals, all competing for the same pool of funding. Two proposals stood out but for very different reasons.

The first proposal, focused on community health, included a clear, numbered list of SMARTIE objectives right after the project description. For example: 

1.     Screenings: Deliver 200 diabetes screenings through a mobile clinic to underserved communities by December 2024, ensuring outreach to areas with limited healthcare access.

2.     Follow-Ups: Provide follow-up consultations to at least 50% of screened individuals, prioritizing those from underserved areas, within three months of their screening.

3.     Workshops: Partner with local community centers to host six educational workshops on diabetes prevention and management by December 2024, ensuring workshops are accessible to underserved populations through bilingual facilitators and evening sessions. 

These objectives were clear, actionable, and easy to find. As a reviewer, I immediately understood what the organization planned to accomplish, how they would measure success, and why their project mattered. This gave me confidence in their ability to deliver results, and it made their proposal easy to evaluate against the funder’s criteria.

The second proposal also sought funding for a health-related initiative, but its objectives were buried in dense paragraphs of text. Finding them felt like a scavenger hunt. When I did locate them, the objectives were vague and difficult to quantify:

“We aim to improve health outcomes for residents in our community.”

“The program will reduce barriers to healthcare.”

These statements, while well-intentioned, lacked specificity, measurability, and a clear connection to the funder’s priorities. Without concrete goals, I couldn’t fully understand or trust the organization’s ability to deliver meaningful results.

This experience reinforced the importance of SMARTIE objectives. Well-crafted, visible objectives make your proposal stand out for all the right reasons.

How to Write SMARTIE Objectives

To create compelling SMARTIE objectives, follow these steps:

1. Start with Specificity

Define exactly what you want to achieve. Answer questions like:

What will you accomplish?

Who is involved or impacted?

Where will the project take place?

Example:
Instead of “Increase employment rates,” write:
“Help 50 single parents in rural communities secure employment by providing free childcare and job training.”

2. Measure Success

Funders want to see how you’ll track progress. Use data-driven metrics to define success.

Example:
“75% of participants will complete the training program and apply for at least five jobs within three months of completion.”

3. Be Achievable

Set realistic goals based on your organization’s resources and timeline.

Example:
“Recruit 20 volunteer mentors to support program participants over a 12-month period.”

4. Keep It Relevant

Ensure your objectives align with your organization’s mission and the funder’s priorities.

Example:
“Our goal aligns with the funder’s mission to support workforce development initiatives for underserved populations.”

5. Set a Timeframe

Include a clear deadline for achieving your objectives.

Example:
“Launch the job training program by March 1, with all participants completing the program by December 31.”

6. Prioritize Inclusivity

Inclusion means involving diverse perspectives and underrepresented groups.

Example:
“Design the program curriculum with input from single parents in the target community to ensure it meets their unique needs.”

7. Embed Equity

Equity addresses systemic barriers and promotes fairness.

Example:
“Provide need-based scholarships for 80% of participants to reduce financial barriers to program enrollment.” 

Why SMARTIE Objectives Stand Out

Proposals with SMARTIE objectives make a strong impression because they:

Provide Clarity: Clear, numbered objectives make it easy for reviewers to grasp your project’s goals and methods.

Demonstrate Accountability: They show that your organization has a plan to track progress and evaluate success, building trust with funders.

Reflect Inclusivity and Equity: By addressing systemic disparities, SMARTIE objectives align with funders’ increasing focus on equity-driven initiatives.

Align with Funders’ Priorities: SMARTIE objectives demonstrate that you understand the funder’s mission and values.

Make Reviewing Easier: Well-structured objectives save reviewers time and effort, positioning your proposal as a top contender. 

Tips for Writing Impactful SMARTIE Objectives

Collaborate with Stakeholders: Involve your community in crafting objectives to ensure they reflect real needs and priorities.

Use Plain Language: Avoid jargon. Clear, accessible writing resonates with reviewers.

Tailor to Funders: Customize your objectives to align with the specific outcomes funders want to support.

Evaluate Regularly: Revisit your objectives as your project progresses to ensure they remain relevant and achievable. 

Conclusion

SMARTIE objectives are more than just a framework—they’re a way to communicate your organization’s values and a roadmap for achieving meaningful change. By crafting objectives that are specific, measurable, achievable, relevant, time-bound, inclusive, and equitable, you show funders that your work is thoughtful, strategic, and impactful.

Ready to write your own SMARTIE objectives? Share your ideas or examples in the comments below—we’d love to hear how you’re using this framework to drive real change!

Are Grantmakers Denying AI-Written Proposals?

Personal Encounter with AI Detectors

I’ve heard rumors that grantmakers are rejecting grant proposals written by AI. So, while working on a grant application—a task that demands a high degree of precision and personal expertise—I decided to put an AI detector to the test. I chose one that is lauded for its capability to distinguish between human and AI-generated text.

My first experiment involved submitting a piece of my writing that was entirely original and untouched by any form of artificial intelligence. Surprisingly, the AI dashboard displayed that my text was 99% likely generated by a robot, assigning only a 1% probability to human authorship.

Intrigued and skeptical, I tested another piece of my work: a grant proposal from 2012. Yet again, the results were baffling—the AI Detector tagged the proposal as 27% human, suggesting a significant AI contribution to something I wrote way before AI was a thing.

These outcomes spotlight a critical flaw within AI detection technologies, particularly for fields that rely heavily on nuanced and expertly crafted writings such as grant proposals.

How Do AI Detectors Work?

The AI Detector I chose noted that it was the "world’s most powerful AI-generated content detector," developed through extensive training on vast datasets from popular AI text generation tools and human-generated content. It uses pattern recognition algorithms along with linguistic analysis—focusing on metrics like perplexity and burstiness—to determine the origin of text.

Despite such sophisticated methodologies, the scenarios I encountered raise questions about the reliability of AI detectors, especially when they misjudge complex, well-crafted human writing as the work of algorithms. I promise you, I’m not a robot.

Debunking Common Misconceptions About AI in Professional Writing

The use of AI in professional settings like grant writing is often marred by misconceptions. Critics argue that AI-written communications lack the personal touch critical in relationship building and can't collaborate effectively or alleviate decision fatigue. Here’s why these points don’t hold water:

1. AI as an impersonal tool: While AI can streamline repetitive tasks and structure initial drafts, the final touch always benefits from human insight. This doesn’t diminish the value AI adds but highlights its role as an assistive tool.

2. Collaboration: AI doesn’t replace human collaboration but enhances it by handling routine aspects of writing, allowing team members to focus on more strategic and creative tasks.

3. Decision Fatigue: While AI doesn’t replace decision-making processes, it significantly reduces the burden of mundane choices, allowing professionals more energy to focus on crucial decisions.

The Real Value of AI in Grant Writing

For grant writing professionals and those entering the field through courses like Spark the Fire Grant Writing Classes, AI tools offer substantial benefits. They democratize access to high-quality writing, helping underrepresented organizations articulate their missions compellingly and efficiently. AI can level the playing field, allowing smaller entities to compete more effectively for funding. 

When used wisely, AI doesn’t strip away the human element but enriches it, providing writers with more resources to craft impactful narratives that resonate with grant reviewers. This, in turn, can lead to more successful funding outcomes and greater impact in the communities these grants serve.

Are Grantmakers Denying AI-Written Proposals?

I hope this article shows that, first of all, AI Detectors do not work. If you learn how to write grants—such as through the Spark the Fire Certificate in Grant Writing course—you’ll be able to craft a proposal tailored to the grantmaker’s guidelines. You’ll also learn how AI can make the writing process less time-consuming.

Second, I have talked with countless grantmakers, and everyone reports that it is perfectly acceptable to use tools like AI. In fact, for smaller organizations with less capacity for grant writing, AI can help level the playing field by making grant writing and grant research easier.

AI is not a threat to professional writing but a valuable ally. As technology evolves, so too must our understanding and utilization of these tools in enhancing our work. Rather than fearing AI, we should embrace its potential to augment our capabilities and help us achieve greater success.

By integrating AI tools responsibly and keeping abreast of technological advancements, we can enhance our effectiveness and ensure that our writings, whether for grants or any other professional need, meet the highest standards of excellence.

For those interested in mastering the art of grant writing with a human touch amplified by technology, consider signing up for Spark the Fire Certificate in Grant Writing Class, where you can learn to combine traditional skills with modern tools for greater impact in your career and the causes you champion.

AI in grant writing is a hot topic, and we’re curious about your experiences. Have you used AI in your grant proposals, and if so, how has it worked—or not worked—for you? What are your thoughts on the accuracy of AI detectors like Winston?

We’re also interested in how funders perceive AI-assisted writing. Have you encountered foundations that explicitly restrict or encourage the use of AI in proposals?

Join the conversation in the comments below and share your insights. Your stories and reflections can help shape the discussion around AI’s evolving role in grant writing. Let’s learn and grow together as part of the Spark the Fire community!

The Perfect Recipe for Grant Writing Success

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!