Grant reviewers read hundreds of applications per cycle. Most blend together. The applications that win share common traits: clarity, specificity, and alignment with the funder's goals.
Here is how to write applications that stand out.
Read the Grant Announcement Twice
Before writing a single word, read the full grant announcement (also called an RFP, NOFO, or solicitation). Then read it again. Pay attention to:
- - Eligibility requirements
- - Evaluation criteria and scoring rubrics
- - Required sections and page limits
- - Formatting requirements (font, margins, spacing)
- - Submission method and deadline
Reviewers score applications against specific criteria. If the announcement says "innovation" is worth 25 points, your application better demonstrate innovation clearly.
Structure Your Narrative for Scanners
Grant reviewers scan before they read. Use these formatting techniques:
Bold your key points. Reviewers should get your main argument from a 30-second scan.
Use headers that match the RFP sections. If the grant asks for "Project Description," "Budget Justification," and "Evaluation Plan," use those exact headers.
Lead each paragraph with the main point. Do not bury your strongest arguments in the middle of a paragraph.
Keep sentences short. Aim for 15-20 words per sentence. Complex sentences lose readers.
Tell a Specific Story
Generic applications lose. Specific ones win. Compare these two approaches:
Weak: "Our business will use the grant to grow and create jobs in the community."
Strong: "This $50,000 grant will fund two new production lines at our Memphis facility, creating 12 full-time jobs at $18/hour within 8 months. Each line produces 500 units per day, increasing our output by 40%."
Numbers, timelines, and specific outcomes make your application credible. Vague promises make reviewers skeptical.
Align with the Funder's Mission
Every grant exists for a reason. The funder wants to achieve something specific. Your application should show how funding your business advances their goals.
Research the funding organization: - Read their strategic plan or mission statement - Look at past grant winners (many agencies publish these) - Note the language they use to describe their priorities
Then mirror that language in your application. If the grant program emphasizes "workforce development," frame your project in those terms. If they prioritize "environmental sustainability," highlight your green practices.
Build a Realistic Budget
Grant reviewers are budget experts. They spot inflated numbers immediately. Your budget should:
- - Include only costs directly related to the project
- - Use real quotes from vendors (not estimates)
- - Show matching funds if required
- - Include a brief justification for each line item
- - Add up correctly (math errors signal carelessness)
A common mistake: requesting the maximum amount without justifying it. If you only need $35,000, requesting $50,000 because that is the cap will hurt your score.
Get Strong Letters of Support
Letters of support from partners, customers, and community leaders add credibility. A good letter:
- - Comes from someone relevant to the project
- - Describes their specific relationship with your business
- - Explains why the project matters to them
- - Is addressed to the grant program (not generic)
Ask for letters at least three weeks before the deadline. Give your letter writers a brief summary of your project and the key points you want them to address.
Review and Edit Ruthlessly
After your first draft:
- Check word and page counts against requirements
- Verify every claim has supporting data
- Remove filler words and redundant sentences
- Have someone outside your business read it for clarity
- Run spell check (typos signal a lack of care)
If possible, have someone who has reviewed grants read your application. They can spot the gaps that applicants miss.
Submit Early
Technical problems happen. Websites crash. File uploads fail. Submit at least 48 hours before the deadline. This gives you time to fix issues without panic.
Many grant portals require account creation and verification before submission. Set up your accounts at least a week in advance.
After Submission
Whether you win or lose, the process has value:
- - If you win: Celebrate, then set up your reporting calendar. Most grants require quarterly or annual progress reports.
- - If you lose: Request reviewer feedback. Most federal programs provide scores and comments. Use these to strengthen your next application.
Speed Up the Process
Writing grant applications from scratch takes 40-100+ hours per application. GrantMatched helps by identifying your strongest matches first, so you spend writing time on grants you are most likely to win. The platform also provides grant summaries and eligibility details that save hours of research per application.