13 Mistakes Nonprofit Grant Writers Make

When I first started writing for nonprofits, I thought that filling out grants was going to be easy. 

I had experience working at a magazine, and my editors always told me that if an article didn’t fit our style guide or wasn’t compelling enough, they’d send it back and ask me to rework it until it did. 

Sure, I had to do some research on my own or talk with experts to make sure my facts were accurate but the main thing was making sure the writing itself was good. As you can probably guess by now, there’s a big difference between journalism and grant writing: 

While both professions require precision and accuracy in their respective mediums (word count for journalists; 

Words per page on application forms for grant writers), neither one requires perfectionism because each profession has its distinct audience (readers for writers; funders for grant writers).

Takeaways
1. Avoid vague or ambiguous language in proposals.
2. Research and align your proposal with the funder’s priorities.
3. Provide a clear and compelling project description.
4. Ensure proper budgeting and realistic cost estimates.
5. Proofread and edit your proposal for errors.
6. Address the funder’s specific requirements precisely.
7. Avoid overcomplicating your proposal’s structure.
8. Highlight your organization’s credibility and track record.
9. Emphasize the intended impact of your project.
10. Follow guidelines for submission and formatting.
11. Show the feasibility of your project’s timeline.
12. Collaborate and engage with funders as needed.
13. Learn from mistakes and continually improve.

1. Not Understanding The Goals Of The Funder

When you’re writing a grant, it’s important to understand the goals of the funder. You want to make sure that your organization’s needs align with the goals of the funder and can be addressed through their funding priorities.

First, understand who you’re applying to and why they exist. Every foundation or donor has a mission statement and every grantmaker has some sort of priority areas or interests that drive how they choose projects in which to invest. 

Find these out before writing your proposal so that you can focus on addressing them when describing your work and its impact on this particular organization.

Next, learn about their timeline: when do they plan on making decisions about new funding requests? Some foundations keep very short cycles (as little as three months) while others have longer windows (upwards of nine months). 

Knowing this can help inform how quickly you need to get started on building out your project idea into a full-fledged grant request.

Building a strong foundation for your nonprofit proposal can greatly impact your success in securing grants. Explore our insights on tips for getting more grant money to enhance your proposal writing skills and increase your funding potential.

2. Asking For Too Little Money

Don’t ask for a small amount of money just to get your foot in the door. You can always come back later with a larger request. It’s better to ask for what you need and then settle on something smaller than to have asked for too much, or nothing at all.

If you’ve done a good job writing your grant application, there’s no reason why a funder should turn down your request because it’s too high or low but they might if they think that it doesn’t fit within their guidelines or mission (or both). 

And if we’re being honest here: sometimes people make these decisions based on instinct rather than rationality and those instincts are often biased toward the smallest possible grant amount. 

So don’t let yourself be influenced by these biases when deciding what amount is appropriate for your organization’s needs!

Starting out as a grant writer can be challenging, but learning from the experiences of others can accelerate your growth. Discover the valuable lessons shared in 11 things I wish I knew when I started as a grant writer and gain insights into the world of grant writing.

3. Not Proofreading

When you’re submitting a grant application, it’s crucial to proofread your work. You want to make sure that no mistakes are present and that the language used is professional and within the scope of the grant guidelines. 

If you don’t proofread, there’s a chance that your nonprofit will be rejected for mistakes or lack of clarity in what you’ve written.

There are two ways to ensure your work is error-free: proofreading it yourself or getting someone else to do so. To proofread on your own, reread through each sentence and make sure they flow together smoothly. 

If they don’t sound right when read out loud, then something needs fixing! When reading over sections where numbers are involved (such as budgets), pay special attention to them; numbers should always be spelled out clearly with no abbreviations whatsoever (e.g., $100 instead of 100). 

Finally, check all citations carefully before submitting; simply put: if there’s any doubt about whether or not something has been cited correctly according to whatever guidelines were given by whoever gave out this particular grant opportunity.

Then it probably hasn’t been done properly–and could result in disqualification from receiving this particular award opportunity altogether.”

4. Failing To Follow Directions

One of the biggest mistakes nonprofit grant writers make is failing to follow directions. If a funder asks you to include something, do it or risk being disqualified from consideration. 

For example, if you need a cover letter but are not asked for one in your funding opportunity announcement (FOA), then don’t include one!

Similarly, if you are asked for something and it isn’t clear whether that item should be included as an attachment or embedded within the body of your application document (i.e., PDF), ask yourself which would be better do I need this information with me when I present my proposal? 

Or do I want it readily accessible in case questions arise during my presentation?

Avoiding common pitfalls can significantly improve your grant-seeking journey. Dive into our guide on the 14 biggest mistakes grant seekers make and how to avoid them to ensure a smoother path toward successful grant applications.

5. Overlooking The Need For A Letter Of Inquiry Before Submitting An Application

Before you submit your grant application, you should have a letter of inquiry on hand. A letter of inquiry is a preliminary document used to introduce yourself and your organization to the funder. 

It gives them an overview of who you are and what it is that you do, as well as why they should consider funding your project.

A good letter of inquiry should include:

• An introduction explaining who you are, where your organization is located, and/or why they should be interested in reading this proposal (e.g., “As a nonprofit working with children in our community…”)
• The specifics about how much money will be needed for this grant request (e.g., “$25K over two years”)
• A summary explaining what exactly it is that will be accomplished through receiving this grant (e.g., “We’ll establish a mentorship program for youth between the ages of 10-14 years old.”)

6. Using Jargon Without Defining It

Jargon is a word or phrase that is used in a particular field. It’s often used in a way that is difficult to understand for people outside that field, and jargon can be a barrier to communication. 

In grant writing, you should avoid using jargon where possible especially if you’re writing for an audience of non-experts.

When your organization uses jargon, it can sound like you’re trying too hard to sound intelligent or have insider information on your topic and cause readers to lose confidence in what they’re reading because they lack the same expertise as the writer.

For example: “The organic growth strategy will use an integrated approach leveraging our core competencies and resources” vs “We’ll grow organically by using our existing strengths.”

Winning grants for your nonprofit or small business requires a strategic approach. Learn effective techniques from our article on how to win a grant for your nonprofit or small business and increase your chances of securing essential funding.

7. Using Hyperbole Or Superlatives In Your Grant Application

While you want to highlight the best parts of your organization, avoid sounding like a used-car salesman. Your grant application is not the place for hyperbole or superlatives.

Instead, describe your organization in detail and use a range of words to do so: “We are new, but we’re growing quickly;” “Our programs are successful;” “We have limited resources at this point in our history, but they will improve with each passing year.” 

Be sure that whatever you say about yourself is true! The last thing that anyone wants is for a potential funder to believe something about your nonprofit that isn’t true and it could come back to haunt you later on down the road if things don’t go as planned (say when they expect an annual budget report showing revenue growth).

8. Not Using The Nonprofit’s Most Recent Financial Information

When asked for your financial information, make sure you’re using your most recent available figures. You should use information from the last tax year, the last fiscal year, and so on. 

If you’re completing a grant application in April of 2020, then you should use the 2019 tax return as your primary source of information because it’s more recent than January 2020’s tax return.

If you don’t have any financial data available (because it hasn’t been completed yet), then be sure to specify how far back in time your records go and also state that this is all you’ve got!

9. Omitting Important Details

One of the most common mistakes nonprofit grant writers make is omitting important details from their applications.

This occurs for several reasons, but one problem that often arises is that grant writers aren’t aware of all the information a funder might want to see or request. 

Sometimes this can be as simple as not including a cover letter or forgetting to attach supporting documentation when it was requested in the application instructions, but there are other times when grantees provide completely inaccurate information about themselves or their organizations. 

This can happen if they don’t do their due diligence researching where they are applying and what types of projects each funder has previously supported.

It’s also possible that you could get so caught up in writing your proposal that you forget one crucial element: the amount requested! 

Many nonprofits don’t realize how much money would be necessary for them to complete their project until they’ve already written up a proposal without an amount listed anywhere on its pages.

This means they’re going to have some major revising ahead when it comes time for revisions.

Crafting a compelling grant proposal involves various considerations to ensure its effectiveness. Explore our detailed list of 12 things to keep in mind when writing a successful grant proposal to enhance your grant writing skills and create proposals that stand out to funders.

10. Failing To Mention Your Organization’s Past Accomplishments

Don’t focus on your organization’s history.

You should only include an overview of your organization’s past accomplishments if they are relevant to the funder. 

For example, if you’re applying for a grant from the Ford Foundation, which has a long history of funding work on human rights issues, it makes sense to mention this connection in your proposal. 

If you’re applying for a grant from the American Cancer Society and have been doing cancer research for decades without any clear results it would be better not to mention this fact at all because it may suggest that their money would be better spent elsewhere.

When writing about your past successes or failures (or those of another nonprofit), try not to use vague language like “we want” or “we will do” without explaining what exactly those desires entail; instead, be specific: 

“We will build 100 playgrounds across the city so every child can have access to one within walking distance.” 

Don’t get too hyperbolic by using superlatives such as “the best” or “the worst”; rather than saying something like “Our program is amazing,” say something more specific: “Our program has helped more than 300 children find new families since its creation five years ago.” 

And never resort​to jargon​when describing something that’s just plain confusing!

11. Not Submitting Your RFP By The Deadline

Deadlines are important. We can’t emphasize enough the importance of submitting your RFP by the deadline, no matter how much work needs to be done or if you think you’re close to getting it in on time.

Deadlines are not flexible: If you miss the deadline, there’s no turning back. Donors might still consider your proposal if it’s submitted late, but they won’t like being made to wait for a response nor should they have to!

Apply early: The longer between when you initially apply and when an organization gives out their funds, the more likely that someone else will beat you out for that granted opportunity and take all those awesome resources for themselves (or donate them to another cause). 

Apply as soon as possible so that there won’t be any surprises later down the line!

If you’re close enough…apply anyway: If everything looks good but isn’t quite done yet because something happened unexpectedly (like needing more detailed info from one of your partners).

Don’t let perfect become enemy number one here; go ahead and submit what’s ready now while continuing work on collecting whatever else might be needed later on down this road too – especially if they’re not asking anything outside their usual policy parameters like deadlines or qualifications which were already listed clearly within their RFPs’ descriptions.”

12. Forgetting To Include Contact

One of the most important things to remember is that you must have a way to contact the funder. 

This means including the grantor’s phone number, email address, and any other contact information in your proposal. If there is no way for them to respond or ask questions about your application, then you may be missing out on funding opportunities.

Another important thing to consider when writing your grant proposals is making sure you have an easy way of contacting your local funder if they are not listed on our website as having a physical office location or mailing address, but rather operate solely online through email communications all day long! 

For example, Milford Hospital Foundation accepts requests via their website only – no phone calls are allowed here!

Finally, we recommend including contact information for yourself or someone else who can help answer questions after submitting their application since it allows funders some peace-of-mind knowing whom they should reach out to if something goes wrong during processing time (for example lost paperwork).

13. Taking So Long To Fill Out A Grant Application That You Neglect Other Responsibilities

Take too long to fill out a grant application. When you’re busy, it’s easy to get behind on your grant writing and lose sight of the bigger picture. 

It can be tempting to put off submitting your application because you don’t feel like dealing with it right now or you think there will be more time tomorrow. However, if this happens too often, other areas of your organization will suffer due to a lack of attention.

Forgetting essential information/items needed for submission: In addition to taking too long on filling out an application, many nonprofit organizations neglect other responsibilities when applying for funding by failing to include all necessary information or attaching required documents at the appropriate time during the process (i.e., before the deadline). 

This can result in incomplete applications being returned without review by funding agencies or even worse rejection due to failure of submission requirements!

Submitting applications past deadline dates: Some agencies allow late submissions as long as they are postmarked within one week after their cut-off date.

Others require that all material be submitted by 5 pm EST on Friday before their cutoff date (which may not always align with weekends). Make sure you know these deadlines! It’s better safe than sorry when it comes down

Conclusion

Remember, the key to a successful grant application is to understand how your organization can benefit from the funding and then focus on how you will use it. 

You must also make sure that you follow all of the instructions given in the RFP carefully even if they seem strange or unnecessary. Get all of your materials ready before approaching potential funders so that you don’t miss any deadlines or opportunities!

Further Reading

Here are some additional resources that delve deeper into common grant writing mistakes and how to avoid them:

10 Grant Writing Mistakes That’ll Cost You the Motherload Short Description: Learn about critical grant writing errors that can hinder your success and discover strategies to prevent these mistakes.

Ten Mistakes to Avoid When Writing a Grant Proposal Short Description: Explore a comprehensive guide on steering clear of pitfalls while crafting your grant proposals, ensuring better chances of securing funding.

7 Common Grant Writing Mistakes That Cost Funding Short Description: Delve into this resource to understand seven common missteps in grant writing that can result in missed funding opportunities.

FAQs

What are the key mistakes that can impact grant writing success?

Mistakes such as poor project alignment, lack of clarity in objectives, and insufficient research on funders’ priorities can significantly impact the success of your grant writing efforts.

How can I avoid errors in my grant proposal?

To avoid errors, ensure you thoroughly research the funding opportunity, follow guidelines precisely, proofread your proposal, and seek peer or professional review before submission.

What role does storytelling play in effective grant writing?

Storytelling can make your proposal more compelling by humanizing the project’s impact. It engages funders emotionally and helps them connect with your cause on a deeper level.

How can I improve the clarity of my grant proposal?

To improve clarity, use concise language, avoid jargon, and provide clear explanations for your project’s goals, methods, and expected outcomes.

What steps can I take to increase my chances of securing grant funding?

Focus on building strong relationships with funders, tailoring your proposals to their priorities, showcasing your organization’s capacity, and demonstrating a well-researched understanding of the funding landscape.