Grant applications fail not because ideas are weak but because applications are incomplete, unclear, or missing information funders explicitly require. Funders review hundreds of applications annually; they’re looking for reasons to fund, but they’re also looking for reasons to reject. This checklist covers fifteen items that separate funded proposals from rejections.
- Focus on: Before You Start.
- Focus on: The Application Itself.
- Focus on: Required Documents.
- Focus on: Formatting and Submission.
Before You Start
1. Funder Guidelines. Read Them Twice
Grant guidelines aren’t suggestions; they’re requirements. Read the entire document. Note page limits, formatting requirements, submission deadlines, file formats, and any specific questions or prompts. Many applications are rejected before review simply because they don’t match these specifications. Highlight key constraints: word count, page count, required sections, acceptable file types.
2. Eligibility Verification
Confirm your organization meets basic eligibility criteria: geographic location, nonprofit status, project stage, budget size, population served. Don’t waste time on a 501(c)(3) grant if you’re a for-profit. Don’t apply to state-specific funding if you’re in a different state. Eligibility sections are not flexible.
3. Project Timeline Alignment
Grant periods have start and end dates. Verify your project timeline fits within the funding period or explain timeline differences clearly. If the funder funds projects January-December and your project runs July-June, address this upfront. Funders reject applications with logistical misalignments without reading further.
The Application Itself
4. Precise Budget and Budget Narrative
Every budget line must have a matching narrative explanation. Don’t list “$50,000 for personnel” without explaining: how many staff, their roles, salary/hourly rates, and percentage allocation to this project. Include indirect costs if allowed. Detail capital equipment, justifying why purchased rather than leased. Funders hire accountants to review budgets; be specific. Round numbers ($10,000 exactly) raise red flags.
5. Project Narrative That Answers the Implied Question
Your narrative answers one implicit question: “Why should we fund this and not the other 200 applications?” Clearly state the problem your project addresses, who it serves, what results you’ll achieve, and how you’ll measure success. Avoid jargon. Every paragraph should advance your case, not just fill space.
6. Clear, Specific Outcomes and Metrics
Don’t write “improve community wellness.” Write “increase physical activity in seniors 65+ by providing weekly group fitness classes for 52 weeks, measuring participation rates and pre/post fitness assessments.” Outcomes need quantifiable metrics and realistic timelines. Funders want to know exactly what will be different after funding ends.
7. Organizational Capacity Section
Demonstrate you can actually execute the project. Include staff resumes or bios, relevant past project experience, and your organization’s track record. If you’re new, be honest; emphasize board expertise and partnerships with experienced organizations. Lack of relevant experience is often the unstated reason applications fail.
8. Letters of Support and Partnership Letters
Generic supportive letters are worthless. Solicit letters from actual project partners, beneficiaries, and community stakeholders that speak specifically to their role in the project and its importance. A letter saying “XYZ Organization is great” doesn’t strengthen your application. A letter from a partner detailing collaboration specifics does.
Required Documents
9. Proof of Nonprofit Status (IRS 501(c)(3) Letter)
Most funders require current IRS determination letters. Don’t assume it’s on file. Obtain a fresh copy from the IRS, usually within weeks of application. Check the issue date. very old letters sometimes require resubmission.
10. Financial Statements (Usually Two Years)
Provide audited or reviewed financial statements for the past two fiscal years. If your organization is young or small, compile tax returns and bank statements. Funders assess financial stability through these documents. Late filing or significant year-to-year losses require explanation in the application.
11. Board List and Governance Documentation
Include a current board list with names, titles, and affiliations. Some funders require conflict-of-interest policies, bylaws, or board meeting minutes. They’re assessing governance quality and oversight; have these documents ready.
12. Project Director Resume and Qualifications
The person leading the project must have relevant expertise. Provide a brief resume or bio highlighting experience in the project’s subject area. If the project director is new to this type of work, emphasize training, partnerships with experts, or advisory relationships.
Formatting and Submission
13. Formatting Specifications Met Exactly
Font size, margins, line spacing, and page count aren’t aesthetic choices. they’re requirements. Don’t reduce font to 8pt to fit more content. Don’t exceed page limits by hiding text in footnotes. Use the font specified (often Times New Roman 12pt). Number pages. If the funder says 5 pages, submit exactly 5 pages (or fewer), not 5.5. Applications that violate formatting requirements are often desk-rejected.
14. Proofreading and Error Checking
Spelling errors and grammatical mistakes signal carelessness. They’re minor but damaging. Read your application aloud. Have someone unfamiliar with the project review it. Check that all names are spelled correctly, dates are accurate, and numbers add up. Search for inconsistencies: does your narrative match your budget? Do timelines align?
15. Submission Confirmation
Submit before the deadline (the day before is safer than the day of). Save confirmation emails or receipts. Many online grant portals have submission windows that close at midnight; submitting at 11:59 PM risks technical failure. Confirm receipt within 24 hours. If it’s an email submission, request read receipt if available.
After Submission
Document what you submitted and when. If you’re rejected, request feedback. Many funders provide review comments; use them to strengthen future applications. Successful grant writing is iterative. Each application teaches lessons for the next one.