Grant writing · 8 min read
How to Write a Grant Proposal: A Step-by-Step Guide
A proposal is assessed against a scoring sheet. Writing to that sheet, in the funder's own order, is most of the work.
Published September 17, 2026 · Updated September 17, 2026
Build the outline from the guidelines
Copy the funder's questions into a document and answer them in order. If the scoring criteria award points for evaluation or sustainability, give those sections real space rather than a closing paragraph.
Evidence the need
State who is affected, how, and how you know. Cite sources you can produce if challenged. Never round an estimate up into a statistic — one unsupported number casts doubt on everything else.
Make objectives measurable
Replace 'improve outcomes' with numbers, timeframes and a method of measurement. Measurable objectives also make the evaluation section straightforward to write.
Write the budget narrative alongside the budget
Explain the basis of each figure: the rate, the quantity and why it is needed. Every activity in the narrative should have a cost, and every cost should trace back to an activity.
Write the executive summary last
Half a page: who you are, the need, the plan, the outcome, the amount requested.
Review with fresh eyes
- Every mandatory question answered within the limit
- Attachments complete and named as instructed
- Figures consistent across narrative, budget and forms
- No guarantees, exaggerations or unsupported claims
- Submitted ahead of the deadline, not on the day
Next step
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