The Top 5 Grant Writing Mistakes and How to Avoid Them

The Top 5 Grant Writing Mistakes and How to Avoid Them

By Alison Caughlin

Grants provide billions of dollars of support to nonprofit organizations and are often the primary method of securing funds for many nonprofits, state, local and tribal governments, and educational institutions. Winning grant funds requires a well-thought-out proposal, and writing a compelling proposal that checks all the boxes for the funder is critical to getting the award. With careful attention to detail, writers can avoid the top five grant writing mistakes, boosting the chance of securing funds for the critical work needed to make dreams come true.

5 Grant Writing Mistakes

1. Not Having Quantifiable and Qualifiable Outcomes

Accurately measuring outputs and outcomes of a program or organization demonstrates accountability to participants, donors, and volunteers. Organizations that measure impact both quantitatively (by the numbers) and qualitatively with descriptive, longitudinal data are more likely to receive grant funding than an organization that does not. 

Examples of quantitative outcomes include the number of individuals served, the dollar amount of impact, return on investment (ROI), and the retention of staff, volunteers, and donors. Qualitative data describes the program's impact on the program participants and can be measured in several ways, including the overall satisfaction of program participants, increased awareness of the mission, positive public perception and reach, and long-term outcomes directly related to the program’s goals. 

2. Submitting a Sloppy Budget 

The budget can make or break a grant application. Line items within an organization’s budget that are clear, without too many or too few designations, and are labeled for quick and easy understanding increase an organization’s chance of getting funded. A budget organized to denote sub-categories for revenue and expenses is also an excellent example of a good budget. 

Subcategories in revenue can be in-kind, foundation, government, and individual donations. Expenses can include categories for programs, administrative support, operating expenses such as utilities, and fundraising costs. Ensuring the budget has a programmatic focus is also essential. If more than 35% of your budget is for administrative expenses, a widely accepted percentage to indicate the financial health of a nonprofit organization, there might need to be some maneuvering in the following year.

3. What’s Your “Buy- In”

An organization's executive staff, managers, directors, and volunteers all believe in its mission. Explaining why they are so passionate is key to convincing a funder that they, too, should be passionate about supporting the mission. A “buy-in” that is clear, both data and quality-driven, and invokes an emotional response is the goal. Some “buy-ins” are easier to identify than others; a food pantry feeds the hungry, medical trials lead to better medicines for illnesses, and after-school programs for disadvantaged youth ensure equity for students who don’t have as many chances to be successful. Your “buy-in” might be unique, and with that comes the challenge of convincing funders that your cause is worthwhile and can have a long-lasting impact. 

4. Jargon vs. Flowers

While those working with an organization are subject matter experts on the mission, many funders are not. Using too many technical terms without defining them can often lead to confusion. On the other hand, too much “flowery” language can also be to a grant writer’s detriment. While appealing to a funder’s emotions is a strategic approach to securing funding, avoiding using too many emotionally charged phrases or language is best. Finding a balance between your passion and expertise is the goal when writing a narrative. 

5. Too Wordy or Not Expressive Enough 

The line between over-explaining and under-explaining can sometimes be hard to find. When a narrative is too wordy, it can be confusing and tiresome for the reader, increasing their chance of losing interest. Overly complex sentence structures can obscure the main idea with vague details. On the other hand, writers must also clearly articulate their responses and include all relevant information. The goal is to leave the reader wanting to know more, not needing to know more.