by Aly Evans

Creative writing skills are important in the grant writing process as the ability to tell your story is essential when presenting your project or program ideas to a funder.  Equally important is the selection of the “right” words to clearly convey your point.  According to Anne Bromely, grammar and writing instructor at San Diego State University’s Extension Program, “short letters are remembered; long ones are skimmed and filed.” When over-used or vague words are included in your proposal you are missing the opportunity for your words to be remembered.   See the list below for advantageous alternative words to strengthen your writing. 

I am a visual thinker.  When a new idea comes to me, I see in my head as a picture.  And if I take a few moments, I can actually feel it and get sensations from it.  I love having this ability, but where I get caught up is in the details of making the vision happen.  If I jump directly from this powerful vision to thinking ‘how will I ever get this accomplished?’ I usually feel a great sense of overwhelm and may be stopped right in my tracks.

So what’s the missing link?  For me it’s clarity supported by information.  Instead of going directly to the ‘how’, I go back to the vision with the intention of clarifying what it is I want it to do.  In other words, I look at the vision with the question, “what is the outcome I wish to achieve with this?”  This usually provides me with an answer that leads me on the quest for information to support the vision.

Here’s how this works:

1.       Visualize a program; for example a literacy program for adults.  The program could help people learn how to read; have individuals tutored by volunteers in a setting that is bright, supportive, and successful.  Now, how is all of this going to be accomplished?  This is where overwhelm can happen.  Instead of wallowing in it, go to the next step.

2.       Answer the question “what is the outcome I want to achieve?” Is it that more adults will be able to read?  What happens when they can read? Does it help them in job search? Can they read to their children? Are there other opportunities for them? Can they tutor others?  Take the time to define the outcome(s).

3.       Once there is clarity around the outcomes, gather the information needed to support the vision.  Research the need for adult literacy, how it affects lives, what programs work best. Clarify the need.

4.       Next, write it all down.  Begin with the outcomes, plug in the activities and methods to support the outcomes, outline a timeline and benchmarks, and define costs associated with each step.

5.       Voila and congratulations! A program is created and now the basics for a grant proposal are down on paper.

I go through this process several times in order to triumph over the feeling of overwhelm and to develop deliberate steps I can take to power up my vision.  The clarity and information are the amps and watts I need to light the bulb, and once the bulb is lit, my pathway is clear. 

 It does not make sense to develop and submit 100 grant applications asking for $10 each to fund a program that costs $100, just as it doesn't make sense to submit a grant application to a foundation for $100 when the published grant award range is between $25,000 and $50,000. You may think that you are being nice and "saving the funding" for other applicants but you would be better served by being strategic about the amount you request in your grant applications.


Foundations that are required to give away 5% of their profit by the IRS, often state the amount of money they expect to give away in individual grants. If the grant maker provides a range, make sure your project budget is presented within that range. Your proposal runs the risk of being tossed out if it does not meet those basic criteria. 


If you take the time to conduct research  on the funding agency, especially looking at their IRS 990 Tax Forms,  you can see what past funding levels were made by the grant maker. If your request is too low, your project may be seen as less deserving;  while too large a request may tell a funder that your organization does not have the capacity to carry out the work. Use the information gathered from your research to frame the application and budget for specifically to each funding agency, based on its past awards and published grant award amounts.

You have heard it before: Haste Makes Waste. When you rush you may not be as thorough as you would like, may make more mistakes and may give the impression that you don't care about quality workmanship.  Still, we have all been in the situation where we are working on a grant application until the final deadline hour. 

It does not have to be like that. A grant application should reflect the highest level of professionalism as it relates to your organization. The application speaks for the entire organization and may be the only representation of you, your work, and the work of our colleagues to the funding agency. It needs to be perfect. 

In reality, the actual grant application development (preparing and submitting the application itself) represents only 20% of the process. The remaining 80% of the work happens behind-the-scenes in research and program planning before you even start on the application package. 

To increase your grant award results, be strategic about your time and include only well-planned projects in grant applications. Resist the temptation to 'build a program/project' while developing the grant application where you are essentially chasing the money. Your time will be better spent on outlining, specifically, what it is that you want to fund. 

You have to plan for success. Grants are no different. Having more than just a vague idea of what your need is and how much money will be needed to address the need is essential. Here is a tip: Plan out, in writing, the whole project/program, all elements, all facets. Identify how long the project/program will take, how much each element will cost and what will be the benchmarks to let you know you have achieved your goals. Questions to answer in your plan include: What do you want to fund? What do you want to accomplish? How much money do you need to do this work? What partners and other support do you have in place? Remember that grant makers fund people not programs so try to make sure that the need of your client/student/patron is at the forefront. While this planning is not likely to be seen by the funder it will be evident in a well-worded application.  After you have taken the time to make a plan, you will have internalized the project and will be better able to articulate project elements through the grant application.  

Step #1.    Research, Research, Research!
Have you ever had this experience:  Your boss hands you  a notice of a funding opportunity and  says “I'd like you to write this grant.  It looks pretty easy.  Just answer the questions, and by the way, it’s due in a week”?

One of the most common misconceptions about grant development is that it’s all about the writing. All you have to do is answer the questions, submit it, and voila, the money comes pouring in! 

Read and listen carefully and you’ll notice that the MAPs Team always refers to it as grant development, not grant writing.  The writing portion of a proposal is only a small portion of the development process, and should not be attempted until all other steps are taken! 

In order to develop a good, solid, and fundable proposal, you must take the time to research funding opportunities, find foundations that align with your program and mission, and work with your team to create a program that works for all the people who will be involved in implanting the program.

Research to determine if a foundation’s priorities align to your needs.   Research what they will fund, why they give money, how much they give, and what they want from you BEFORE you begin writing!