AI has blown up the way we used to write grant proposals. Now anyone can whip up an application. But AI won't write a winning grant proposal. But it can be a great assistant to compliment your expertise and make you more efficient. Here's how.
Experts consulted in the guide
Meredith Noble
Chief Grant Writing Unicorn at LearnGrantWriting
Margit Brazda Poirier, GPC, M.S.
Owner and Founder of Grants4Good
Dr. Bev Browning
Author of Grant Writing For Dummies
Summary
How you write grants and do grant work today will be very different from tomorrow. And you know this.
The question is: How do you become an AI savvy grant writer and not one who uses it as a crutch?
This guide is your blueprint for thriving in today’s competitive grant writing environment. You’ll learn how to:
We’ll break down the modern grant writing process, provide expert insights, and share tips that will elevate your applications from good to exceptional.
Whether you’re a seasoned pro or a newcomer, this guide will help you navigate the shifting terrain of grant writing with confidence.
Grant writing is evolving rapidly, with artificial intelligence (AI) tools at the forefront of this transformation. As outlined in our AI and Grant Writing Insights Report, these tools are reshaping the grant writing process in ways that both excite and challenge professionals.
Here’s how different approaches to AI are shaping the field today:
The key takeaway? While AI offers powerful tools, winning grant proposals still requires human creativity and strategy. This guide will show you exactly how to use AI the right way—to streamline your processes, save time, and craft stronger proposals that get funded.
Grant writing is both an art and a process—one that balances research, writing, and strategic alignment with funder priorities.
Here’s a quick overview of what the current grant writing process looks like:
Before diving into writing a grant, nonprofits must first define a clear funding need tied to a well-planned initiative. This starts with strong program development and design. What problem is your organization solving and how does your program or project address it? A well-structured program includes clear goals and measurable outcomes—both essential for attracting funders and demonstrating impact.
Not every grant is a perfect match. Grant research involves identifying funders whose priorities align with your mission and program needs. This is crucial; applying for mismatched grants wastes time and resources. Tools like Instrumentl streamline the process by helping nonprofits quickly find and evaluate opportunities that best support their work.
Every grant comes with specific requirements, from eligibility criteria to deadlines and submission formats. Understanding these application guidelines is essential to avoid disqualification and ensure your proposal meets the funder’s expectations.
Some funders require an LOI—a concise summary of your organization, project, and funding request. This is your chance to make a strong first impression.
A strong grant application requires more than just a compelling narrative—it needs solid supporting documentation. Funders want to see an organization’s background, financial stability, and program details to assess credibility and impact. Having these materials prepared in advance streamlines the application process and ensures a more cohesive, well-supported proposal.
A compelling proposal must persuade funders that the initiative is well-designed, impactful, and aligned with their priorities. Clarity and specificity are key, as funders need to see exactly how their investment will make a difference.
Presentation matters. Errors, unclear language, or missing details can undermine credibility. Careful editing and multiple revisions help ensure clarity, professionalism, and adherence to funder requirements.
Even the strongest proposal can be rejected if submission guidelines aren’t followed. Funders often have strict requirements regarding deadlines, file formats, and supplemental materials; overlooking these details can lead to immediate disqualification, so review them carefully.
Once an application is submitted, the waiting period begins. Review timelines can vary widely—some funders provide decisions within weeks, while others take months or even longer. Understanding this timeline helps manage expectations and anticipate next steps.
If successful, the funding agreement is signed and the plan is put into action. Ensuring the project is implemented as outlined in the proposal is key to maintaining accountability to the funder.
For a deeper dive into how to approach grant applications, check out our comprehensive guide on grant application guidelines.
A nonprofit grant proposal typically follows a standard format, with each section serving a distinct purpose in telling your organization’s story, demonstrating your program’s impact, and making a compelling case for why you deserve funding.
While every grant proposal will look a little different, here’s a quick overview of the key components:
Each section plays an essential role in building a strong, cohesive proposal. While funder requirements may vary, understanding and mastering this format ensures your grant proposal is both professional and persuasive.
Writing a grant proposal is one thing, but writing a winning grant proposal is another.
Below, we’ve rounded up practical tips and expert insights for perfecting each section of a grant proposal. Whether you’re seeking general operating support or program-specific funding, these best practices will help you craft a persuasive proposal that stands out to funders.
A well-crafted Letter of Inquiry (LOI) can make the difference between moving forward in the grant process or getting overlooked. Since funders receive many LOIs, yours needs to be concise, compelling, and aligned with their priorities.
An LOI should:
If you’re new to LOIs or need a refresher, don’t worry—we’ve got your back. How to Write a Letter of Inquiry for Grant Funding provides a detailed guide to crafting effective LOIs that grab funders’ attention.
The executive summary is a critical part of your grant proposal, providing a clear and compelling overview of your organization, project, and funding request.
To craft a strong executive summary:
We also recommend going over some common mistakes to avoid when writing an executive summary. A well-crafted executive summary should make a lasting impression and set the stage for the rest of your proposal.
The organizational background section is your opportunity to showcase your nonprofit’s credibility, mission, and capacity to deliver results. This section should give funders confidence that your organization can execute the proposed program successfully.
Here’s what to include:
Crafting a compelling statement of need is crucial for your grant proposal’s success. Here are some expert tips and advice on how to make this section of your proposal stand out to funders:
Make sure to balance your data with storytelling, combining numbers with real-world examples or testimonials to humanize the issues and make them resonate with funders.
The project plan, or proposal narrative, is the backbone of your grant proposal. It’s where you prove to funders that you have a clear, actionable strategy to achieve your goals. A strong project plan doesn’t just outline what you want to do—it explains how you’re going to do it, when it will happen, and why your approach will work.
Here’s how to build a project plan that stands out:
The clearer your objectives, the easier it is for funders to imagine your impact.
For a more in-depth explanation, check out How to Write the First Draft of a Grant Narrative.
Funders want to see clear goals, strategic objectives, and measurable outcomes to ensure their investment leads to real impact.
It’s important to make sure you’re clear on the differences between each:
Pro Tip: Use a logic model to map out the connections between your program’s resources, activities, and desired outcomes. Logic models make it easier for funders to visualize how your program will achieve its goals. Don’t know how to build a logic model? Check out our logic model how-to guide.
A clear and realistic budget is essential to any grant proposal. Funders want to know exactly how their money will be spent and that you’ve carefully planned for your program’s financial needs.
Along with the budget, the budget narrative provides additional context, explaining how each line item supports your program goals.
Here’s how to create a strong budget and budget narrative:
The evaluation plan demonstrates how you’ll measure the success of your program and shows funders the impact of their investment. Funders expect clear, measurable metrics and methods to assess whether your program is achieving its goals.
To create a strong evaluation plan:
The sustainability section should outline how your organization plans to maintain the program’s impact beyond the grant period. Funders want to know that their investment will lead to long-term results and that your program won’t end as soon as the funding does.
To craft a strong sustainability plan:
Strong partnerships can significantly enhance your grant proposal by demonstrating collaboration and leveraging additional resources. Funders often look for evidence that your program has the support of other organizations, which can help ensure its success.
When writing about partnerships:
Supporting documents are crucial to strengthening your grant proposal. They provide the additional context and evidence funders need to feel confident in your program and your organization’s capacity to deliver results.
Key documents to include:
Crafting a winning grant proposal takes time—researching funders, gathering data, structuring a compelling narrative, and refining every section. It’s a complex, labor intensive process.
That’s why AI grant writing software has emerged as a game-changer, helping organizations streamline research, proposal drafting, and even compliance checks.
But while AI offers powerful efficiencies, it raises an important question: How do you use AI effectively without losing the personal touch that funders value? Let’s explore how to strike the right balance.
AI grant writing refers to the use of artificial intelligence to assist in drafting proposals. These tools leverage natural language processing and machine learning to make the grant writing process faster and more efficient.
Remember that while AI can save time, it’s essential to use these tools thoughtfully, balancing automation with the creativity and strategy that only human expertise can provide.
Here are some of the leading AI tools that grant professionals use for grant writing—let’s check out what makes each unique.
Instrumentl’s Apply grant writing tool is designed specifically for streamlining the proposal development process.
Here are some of its key features:
By integrating AI tools like Instrumentl Apply into your grant writing workflow, you can enhance efficiency, maintain consistency, and focus more on tailoring proposals to align with funders’ priorities.
Grantable is an AI-powered writing assistant that helps users draft proposals. As with most tools, Grantable has both pros and cons.
Pros:
Cons:
ChatGPT, developed by OpenAI, is a widely accessible AI tool that grant writers have started using to draft proposals, brainstorm ideas, and refine narratives. While it offers efficiency and cost savings, its effectiveness depends on how it’s used—and where human expertise fills the gaps.
Pros:
Cons:
Using AI for grant writing can be a game-changer, but it’s essential to approach these tools with strategy and care. Here are five tips from industry experts on how to use AI effectively:
Matt Hugg, CEO of Nonprofit Courses, shares his advice on using AI for grant writing:
“There’s a saying that a writer’s biggest fear is a blank page. AI can be a big help in giving you a starting point. But by no means is it an ending point, too…let AI give you something to work with, but never any final copy.”
Margit Brazda Poirier, GPC, M.S., Owner and Founder of Grants4Good, echoes these sentiments:
“AI will likely transform grant-writing processes significantly over the next five years…It will be a major time-saver for nonprofits and be especially useful for those organizations with less staff dedicated to grant writing and prospecting. AI can often get you 80% of the way there and then you complete the remaining 20%.”
Crafting a grant proposal that truly resonates with funders requires more than just checking boxes—it’s about demonstrating alignment, impact, and authenticity.
We reached out to top grant writing experts to find out what truly makes a proposal stand out. Below, we’ve outlined some recurring themes that emerged.
Experts agree that mirroring a funder’s key terms demonstrates a strong fit and increases your chances of success.
Grant Writing and Management Consultant Hilary Michalowicz shared:
“I also like to research the grantor to learn what their intended purpose is for the funds and what language resonates with their organization. Then I integrate their language into the application to demonstrate alignment.”
For example, if a foundation emphasizes “equity in education,” make sure your proposal highlights how your program aligns with that priority. This isn’t about copying their words verbatim but weaving their terminology into your storytelling in an authentic, meaningful way.
Dr. Bev Browning, Author, Grant Consultant and Coach at Bev Browning LLC, reiterates this point:
“The best way to stand out is to align the language in the application narrative responses with key terms and words from the funder’s website. Weave in words that are used repeatedly in their web content.”
Funders want to see exactly how their investment will make a difference, and the more specific and tangible your proposal is, the more compelling it will be.
Matt Hugg, CEO of Nonprofit Courses, highlights the importance of tying funding to impact:
“Can you tie a specific funding amount to a service or outcome, like $10,000 will bring afterschool programs to 10 children for a month? Help the funder visualize how their resources translate into serving those you both care about: the mission recipient (client/patient/student).”
For example, rather than saying, “Our program will improve literacy rates,” specify, "A $15,000 grant will provide 500 books and weekly tutoring sessions to 50 children over the next six months, improving reading proficiency by 20%.”
Jacob B. Chase, CEO of Chase Consulting Solutions, reinforces the need to communicate specific impact:
“One common mistake is the lack of specificity in the proposal. Avoid vague or unrealistic goals. Be specific! (Who? What? When? Why? How?) Grantmakers want to feel confident in selecting organizations and projects with which they see a clear path to success and tangible outcomes.”
This level of specificity builds funder confidence and helps them clearly visualize the tangible outcomes of their investment.
While data and metrics are essential, funders also want to feel the emotional weight of your work. By incorporating personal stories, testimonials, and real-world examples, you can transform your proposal from a dry document into a compelling narrative that resonates on a deeper level.
As Nonprofit Grant Strategist Teresa Huff, Host of the Grant Writing Simplified Podcast explains:
“Remember, there’s a person on the other side of everything. Connect with the person first.”
For example, instead of only citing statistics about program outcomes, share a story about a specific individual whose life was transformed by your work. Pair their experience with measurable data to create a narrative that appeals to both the funder’s heart and mind.
Julie Starr, Owner of Write Epic Grants, echoes the importance of the human element in grant proposals:
“I have found that private funders are more responsive to testimonials and meaningful narratives. Sure, they want to ensure that their dollars are well-spent, but there is more of an emotional component.”
The structure and focus of your proposal will vary depending on the type of grant you’re applying for and the funder’s requirements. Here are some examples of different types of grant proposals for inspiration.
Program grant proposals are designed to secure funding for specific initiatives or projects within your organization.
Check out these examples of well-written examples of program grants:
Capacity building grants focus on strengthening a nonprofit’s infrastructure, operations, or strategic capabilities to ensure long-term sustainability and effectiveness. These proposals often request funding for things like staff training, technology upgrades, or strategic planning.
Check out these capacity building grant examples for some inspiration:
General operating grants provide unrestricted funding to help nonprofits cover essential expenses like staffing, utilities, and program maintenance.
Here are a few great examples of general operating grant proposals to get your creative juices flowing:
Research grant proposals are designed to secure funding for studies that address critical questions or generate new knowledge in a specific field.
Here are a few of our favorite research grant proposal samples:
Capital project grants are designed to fund large-scale physical projects, such as building renovations, new construction, or major equipment purchases.
Check out these examples of capital project grant proposals:
Whether you’re a seasoned expert or brand new to the field, grant writing can often feel overwhelming. In this section, we answer some of the most common questions about grant writing to help you better navigate challenges, avoid mistakes, and improve your chances of success.
The 5 R’s of grant writing provide a strong foundation for a successful grant-seeking strategy. They are:
By mastering the 5 R’s, you’ll ensure your organization is ready to secure and manage funding effectively.
Writing your first grant is a great way to learn the process, but it’s important to assess whether you have the time, skills, and knowledge to create a competitive application. Consultants bring expertise and can help craft polished proposals, but they come at a cost.
This guide to hiring grant writing consultants can help you weigh your options carefully based on your organization’s needs.
Grant writing can be challenging, especially for beginners, but it’s a skill set that’s developed with practice. The process requires preparation and persistence, from understanding funder expectations to crafting a compelling narrative.
The time it takes to write a grant can vary widely depending on the proposal's complexity and the funder's requirements.
Smaller grant applications may take a few days to complete, while larger, more detailed proposals, such as federal grants, can take weeks or even months.
Some of the most common mistakes in grant writing include:
Avoiding these mistakes requires thorough preparation, attention to detail, and building strong relationships with funders.
Invite-only grants are exactly what they sound like: exclusive funding opportunities that require a direct invitation from the funder to apply. While this may seem like a closed door, the key to securing an invitation is building strong relationships and demonstrating alignment with the funder’s mission and priorities.
Here’s how to position your organization for these opportunities:
1. Research the Funder: Start by thoroughly understanding the funder’s goals, past grantees, and funding history.
2. Build Genuine Connections: Introduce your organization by reaching out to the funder directly. Look for opportunities to engage further, such as attending their events or inviting them to visit your programs.
3. Demonstrate Alignment Over Time: Prove your value by sharing updates about your work, showcasing measurable impact, and highlighting how your organization’s mission complements the funder’s goals.
4. Tailor Your Proposal Once Invited: If you receive an invitation, your proposal should clearly articulate the alignment between your work and the funder’s mission.
The world of grant writing is evolving rapidly, but with the right strategies, tools, and insights, nonprofits can rise to meet these challenges.
To succeed in today’s competitive environment:
By balancing innovation with authenticity, you can build stronger relationships with funders, secure the funding your nonprofit needs, and deliver meaningful, lasting impact for the communities you serve.
Sign up for your 14-day free trial of Instrumentl today.
