Grants are an excellent source of funding that can provide regular support when you build solid ongoing partnerships with a variety of funding agencies. Whether you’re applying for government support or reaching out to private charitable foundations, success starts with strategy and is sustained by regular communication. Here are three major stages to the grant-writing process:
Step 1: Research with Intention
Before you write, know who you’re writing to—and why they care.
Government Grants – these can be at a municipal, provincial or federal level. Start with Grants.gov or Canada.ca for federal opportunities. Explore local and provincial/state websites and look for grants online at the municipal level either online, or by calling the office of your local politicians for advice.
When you have located a grant opportunity, read all the Grant Guidelines carefully. Look at eligibility, deadlines, the application questions and the required attachments and addendums. Some funders will offer webinars. If they do, be sure to attend them, they can help with crucial information on how to apply. You can also request to meet with the grant administrator, to explain your idea and hopefully get feedback on their interest in the project.
Charitable Foundations You can do a search online (using AI or traditional search engines) to find funders aligned with your mission. Review past grantees, follow funders on social media, and subscribe to their newsletters. You can also find a database of charitable foundations at your local library.
Create a list of prospects, and study each Foundation to see if their mission and vision aligns with that of your charity. Also look at how they would like to be contacted (e.g. by mail, by phone or online). Foundations often appreciate a Letter of Inquiry (LOI) before a full proposal. Keep it short, clear, and mission-aligned. State your project goals and request a brief meeting with the Foundation administrator.
Step 2: Write with Clarity and Conviction
Once you’ve found the right opportunity, it’s time to make your case.
Core Proposal Elements:
- Executive Summary: A snapshot of your project and its impact
- Statement of Need: Why this issue matters—and why now
- Project Description: What you’ll do, how you’ll do it, and who benefits
- Goals & Objectives: Specific, measurable outcomes
- Budget: Transparent and aligned with your plan
- Evaluation Plan: How you’ll measure success
- Organizational Capacity: Why your team is equipped to deliver
- Letters of Support: When colleagues in your field endorse you, it goes a long way
Tips from the Field:
- Tell a story—data matters, but stories connect, using testimonials is great as well
- Use active language: “We will launch…” beats “It is hoped that…”
- Be specific: Avoid vague goals like “raise awareness”—quantify your impact
- Follow the funder’s format—details matter
Step 3: Follow Up with Purpose
Grant writing doesn’t end when you hit “submit.” Whether you’re funded or not, follow-up builds trust.
If You’re Funded: Send a personal thank-you. Share updates and stories that show impact. Submit reports on time. Invite funders to events or site visits when appropriate.
If You’re Not Funded: Send a brief thank-you for the opportunity. Ask (graciously) for feedback. Stay connected through newsletters or social media. Reapply when the timing is better.
Build Relationships, Not Just Proposals Funders are people. When you follow up with authenticity and consistency, you’re not just securing funding—you’re building partnerships that will sustain your mission over time.
