How to Write Winning Grant Applications

Grants help communities bring meaningful, inspiring ideas to life. The key is knowing how to connect your project with the right funder, tell your story clearly, and demonstrate that you can deliver what you promise.

Whether you’re preserving a historic site, building a trail network, or creating new cultural and educational spaces, the steps below will help you prepare competitive, compelling grant applications.

Step 1: Before You Start Writing

Understand your purpose, your people, and how you want to stand out

Like any communication, successful writing always begins in the prep work. Grants are no different. We find that starting with a set of questions to better understand your own organization, people, and, ultimately, the goal of your project will set you up for success. In other words, it’s an essential step for getting you thinking critically. Also, do some research on who may be your competitors, and consider how you can differentiate yourself in the crowd.

Start with these guiding questions:

• Clarify Your Why
  • Why is your project special?
  • Why are you passionate about the work?
  • Why should other people be passionate about your work and the project?
• Define your How
  • How will the project be carried out?
  • How does each phase build on the next?
  • What schedule and milestones will guide progress?
  • What resources, materials, and funding will be needed?
  • How will your approach stand out from similar proposals?
• Identify Your Who
  • Who is doing the work? (staff, consultants, partners, volunteers)
  • Who needs to be engaged or informed? (councils, community members, Tribal Nations, artists, local businesses)
  • Who will benefit from the outcome?

Step 2: Understand the Grantor

Know the grantors and find the best fit for your project

Now that you understand your project and organization, it’s time to identify potential grantors. Before diving in, take a moment to think like the funder. Obtaining a grant requires establishing a professional relationship – both parties are trying to achieve something meaningful.

With this step you are trying to find grant organizations that best fit your own organization, the project goals, and your professional capabilities. The following list will provide a great start for drilling into opportunities.

Know how applications are reviewed and scored:

• Technical review
  • Required eligibility
  • Formatting criteria
  • Submission criteria
• Peer review
  • Statement of need
  • Program design
  • Applicant capability
  • Budget and sustainability

Research resources for public information on grantors:

• Bulletins
• Fact Sheets
• Journals
• Reports
• Summaries
• News articles

Know the Grant Organization:

• What are their priorities?
• Who are their people?
• Who have they awarded in the past?

Step 3: How to Write a Winning Proposal

Compelling storytelling wins their attention; attention to detail wins the bid

We’re ultimately trying to sell our project to the reader. The grantor needs to first be hooked in by your story, captivated by the project, and see/feel/understand your vision. Then they need to trust that you’re professionally capable of completing the job, that the financials align with the bid (that their money won’t be wasted), and that your project will ultimately help the grantor achieve their own organizational goals.

But don’t worry, you put in the leg work in steps 1 and 2, so writing the proposal shouldn’t be a tremendous lift. A winning proposal consists of the following:

Writing:

• Use value-based points (community benefit, educational impact, stewardship, cost effectiveness) to organize your narrative.
• Be concise and clear; avoid filler.
• Tell a compelling story grounded in your organization’s strengths.

Design and Presentation

• Consistency
  • Titles, fonts, and structure need to be formalized
  • Consistency in design shows attention to detail
• Include strong graphics and maps
  • An image can say a thousand words
  • Limit graphics to one-per-page
• Proofread
  • We know, this is trivial. But if you’re staring at the same document for hours, errors and inconsistencies will be present. Nobody is perfect. Trust us – a second (sometimes third) set of eyes is critical before you submit.

Goals and Objectives

• Make a case for Success with forward-thinking goals.
• Use measurable objectives, show the reader how you will prove success upon the project’s completion.

Case Studies

• Show examples of your previous work.
• Choose case studies that strengthen your message.

Cost

• Build the budget once you complete your narrative. Tie the costs into your narrative.
• Use real numbers. Get quotes for the work you’ll be completing.
• Sharpen your pencils and double check the math.

Schedule

• Be realistic. In fact, maybe give yourself some wiggle room.
• Identify key tasks that will be carried out to implement the program successfully.
• Include all tasks from first day to last.
• Identify who will be accountable for each activity/task.

Partnerships

• Use partnerships to boost your credibility.
• These can be subcontracting with renowned local or regional firms or bringing on local experts to fill knowledge gaps.

Step 4: After You Submit

What next?

Once you’re done and submitted, you aren’t done yet. Be sure to track the status of your grant, build and maintain relationships, and learn from your losses.

Grant Writing Best Practices

• Know your deadlines
• Know the number of grants being awarded
• Know your competition
• Match your request to the award range
• Tell your story clearly
• Use graphics strategically
• Create, foster, and leverage collaborative relationships
• Pay attention to politics

Key Takeaways:

• Money is a means the end – not the end! Your goal is more than just the money. Your goal is to complete inspiring projects.
• Great grant writing is great story telling. It’s about selling your organization, your talent, and your project to someone who reads hundreds of applications every week so it’s hard to stand out. Approach the application as though telling a story.
• Preparation determines success. Lay the foundation first, then find potential grants. That prep work will save you time and money.
• Relationships are currency. Even if the grant goes nowhere, keeping an open line of communication with the decision maker can lead to future funding opportunities.

Ready to Get Started?

If you’re unsure where to begin—or if you want support strengthening your project concept, identifying opportunities, or developing a competitive application—we’re here to help.

106 Group works alongside communities, agencies, and partners to move great ideas from vision to reality.

Let’s talk about how we can support your next funding effort.

Got a project in mind? Give us a call—we’d love to help.

Anne’s career in cultural resources management and planning extends over 40 years and three continents. A recognized leader in guiding clients through the maze of federal, state, and local preservation legislation, Anne’s diplomacy brings successful resolution to complex and controversial projects. Since co-founding 106 Group in 1992, she has worked with a broad range of stakeholders, including community activists, planners, and American Indian leaders. Anne has authored hundreds of cultural resources and historic preservation reports and papers.

Ben is a proposal writer for 106 Group, with a background in copywriting and professional communications.