Having a framework is the magic wand to writing a successful grant proposal. The GRANTS Writing Formula is a 6-step framework where each letter stands for a key phase:
- G = Get the FOA/RFP/NOFA
- R = Research the needs
- A = Articulate the goal(s)
- N = Narrow your objectives
- T = Timeline the activities
- S = Strategic budget
Most people do not write grants with this in mind. Many grant writers jump straight into long responses to applications instead of setting up a plan first. By the end of this article, you will have a practical framework for building stronger grant proposals.
The 6 steps of the GRANTS Writing Formula
- Get the FOA/RFP/NOFA: Obtain and analyze the grant instructions.
- Research the needs: Gather data and citations to support your problem statement.
- Articulate the goal(s): Define the main aim that will solve your problem statement.
- Narrow your objectives: Create SMART objectives to achieve your goal.
- Timeline the activities: Develop a detailed work plan with tasks and deadlines.
- Strategic budget: Build a budget aligned with your timeline and objectives.
The problem with not using the GRANTS Writing Formula
- Mission drifting
- Chasing the money
- Not scoring high on the grant proposal review
- Writing grant proposals that are not aligned with your priorities
- And of course, not getting the grant funding
The 6-step GRANTS Writing Formula framework helps you avoid these issues and get clearer on your programs.
1. Get the FOA/RFP/NOFA
The first step in developing a grant template with the GRANTS formula is to get the Funding Opportunity Announcement (FOA), Request for Proposal (RFP), or Notice of Funding Availability (NOFA).
A Funding Opportunity Announcement (FOA) is the official document that outlines grant requirements, eligibility, and deadlines. A Request for Proposal (RFP) is a solicitation inviting organizations to submit proposals for a specific project or service. A Notice of Funding Availability (NOFA) announces that grant funding is available and provides application instructions.
This is the easiest way forward because you immediately have a template for your grant project. Copy and paste the specific questions into a Word document and respond thoroughly to each one.
These questions automatically become your headers, and you should bold those headers.
Why do this? Because it is the easiest way to make sure you respond to every required item, and it also makes it easier for funding sources to find your answers.
If you start writing in long-form without using the funder’s headers, it becomes harder for grant reviewers to score your proposal. They may not be able to quickly find the required concepts, keywords, or sections needed to award points.
Additionally, make sure to read through the FOA/RFP/NOFA and include:
- A response to how your project aligns with the funding source’s priorities
- Confirmation that unallowable budget items are not included in your budget
- A checklist of all required documents to submit in addition to the project narrative and budget, such as your IRS 501(c)(3) incorporation letter, resumes, job descriptions, letters of support, SF-424 forms, and more
Note: Steps 2 through 6 are very common questions in most FOAs, RFPs, and NOFAs. The sections below explain how to answer them clearly and accurately.
2. Research the needs of the grant
Strong research in the needs section is critical to scoring high on a grant proposal because it validates the reason for your project.
In the needs section, you need to do three things:
- Eliminate flowery language
- Include sources and citations
- Include a clear problem statement
What I see most often in this section is that grant writers include a flowery narrative with a lot of information about problems. While flowery and emotive language can be extremely useful for fundraisers, social media graphics, and other types of marketing, it isn’t quite appropriate for grant proposals.
You need clear data and statistics about the need for your project and cause area, along with citations. Without this, the project lacks a strong foundation.
Instead of talking about a broad need as though it is self-evident, include supporting evidence such as:
- Testimonials
- Statistics
- Reports
- Articles
- Interviews
This adds credibility to your program and shows that you have done the research.
A grant proposal uses research to demonstrate urgency and impact. You can still paint a compelling human picture, but that picture should be grounded in evidence rather than jargon or poetic language.
Here are two examples to show the contrast between flowery, non-cited needs and grant-appropriated cited needs.
Example #1: Flowery wording that is unlikely to score well
We have a huge need in our community, as Mother Earth is no longer able to cry tears because the rivers are drying up. As the rivers disappear, we mourn—agriculture is suffering. We cannot go on in this dire situation and need your support.
That may work as a newspaper op-ed or fundraiser script, but it is not easy for reviewers to score in a grant application.
Example #2: Grant-appropriate language in the needs section
Over the last five years, County X has seen a 25 percent decline in river waters, and agricultural fields are now producing 45 percent less food (SOURCE NAME, DATE). In addition, 1,900 community members surveyed, or 6 percent of the community, reported negative environmental effects caused by prolonged drought associated with climate change (SOURCE NAME, DATE).
The next step is to include a main problem statement.
This anchors your research and defines the issue your project will solve.
Problem statement template:
Due to [cause], [target population] experiences [specific measurable problem].
Example:
Due to ongoing droughts caused by climate change, agriculture in Community NAME is operating at only 45 percent capacity.
Once you have a problem statement, you can turn it into a goal.
3. Articulate the goal(s) of a grant with your mission
An articulated goal is the main result your program will achieve to solve the problem statement.
Once your problem statement is anchored in research, you can flip it into a goal for the grant.
Example goal:
Project X will increase agriculture in the community from 45 percent to 55 percent over a three-year period by creating sustainable solutions to ongoing drought through a multi-level approach.
This goal directly addresses the need identified in the problem statement and guides the rest of the proposal.
4. Narrow your objectives of the grant project
Once you have a clear goal, you need specific activities to achieve it. These are your objectives.
The number of objectives depends on the size of your goal and budget. To keep things focused, aim for no more than three objectives per goal.
Objectives need to be SMART.
| Letter | Meaning | Definition |
|---|---|---|
| S | Specific | Clearly defines who, what, and how the objective will be accomplished |
| M | Measurable | Includes quantifiable metrics to track progress and success |
| A | Achievable | Realistic given your resources, capacity, and timeline |
| R | Relevant | Directly connected to your goal and problem statement |
| T | Time-bound | Has a clear deadline or timeframe for completion |
For this project, you could easily have at least three objectives. Here is one example:
Objective one example:
Project Name will work with 50 farmers to provide sustainable and innovative irrigation practices that will increase irrigation by 25 percent each year for three years.
- Specific: It names the target group and the intervention.
- Measurable: It includes 50 farmers and a 25 percent annual increase over three years.
- Achievable: It aligns with the problem statement and available resources.
- Relevant: It supports the larger goal.
- Time-bound: It is set to be completed by the end of year three.
Once your objectives are defined, you can build a work plan.
5. Timeline the activities the grant would enable
Your timeline work plan shows how you will carry out your objectives.
Include:
- Task description
- Role responsible
- Start date
- Completion date
- Evaluation measure showing the activity is complete
You can include as many tasks as needed to achieve the objective.
Timeline work plan activities example
Objective one example: Project Name will work with 50 farmers to provide sustainable and innovative irrigation practices that will increase irrigation by 25 percent each year for three years.
| Activities Description | Role Responsible | Start Date | Completion Date | Evaluation |
|---|---|---|---|---|
| Hire Project Manager | Executive Director | Month 1 | Month 3 | Contract signed |
| Create a recruitment plan for farmers | Project Manager | Month 4 | Month 6 | Recruitment plan created |
| Recruit 50 farmers to work with | Project Manager | Month 6 | Month 9 | 50 farmers recruited and enrolled in the program |
| Purchase supplies and equipment for irrigation | Project Manager | Month 9 | Throughout | Supplies purchased |
| Subject matter experts lead irrigation technique training | Project Manager | Month 9 | Monthly | Models are developed |
These are just a few examples to get your ideas flowing. This is the section where detail matters because it shows achievability.
A strong timeline work plan gives your project:
- Detailed execution steps
- A roadmap for staff involved in the program
- A path to achieving objectives
- A way to make sure all costs are captured in the budget
Once the timeline work plan is developed, you can build the budget.
6. Strategic budget to manage the grant funding
Use your timeline work plan of activities to develop a strategic budget.
For objective one in this example, the following are needed at a minimum:
- Project Manager
- Executive Director
- Irrigation equipment and supplies
- 50 farmer incentives
- Subject matter experts
Other costs to consider include fringe benefits, indirect costs, and costs tied to other objectives.
You will need to consult your Human Resources team for fringe benefit rates and salary information. If equipment is required, best practice is to gather at least three quotations. When in doubt, check your financial policies, the FOA/RFP/NOFA, or applicable federal budget guidance.
Draft strategic budget example
| Description | Computation Description | Year One Total |
|---|---|---|
| Project Manager | $40/hour at 2,080 hours | $83,200 |
| Executive Director | $60/hour at 208 hours (10% of FTE) | $12,480 |
| Irrigation Equipment | $200,000 for irrigation equipment (see attached quotations) | $200,000 |
| Irrigation Supplies | $25,000 for supplies including shovels, drainage pipes, and more | $25,000 |
| Farmer incentives | A stipend of $2,500 per year for 50 farmers for 40 hours of time annually | $125,000 |
| Subject-Matter Experts (consultants) | 2 subject matter experts teaching 40 hours per year on irrigation techniques and installation at $15,000 each | $30,000 |
| Draft Total for Objective One | $475,680 |
This step helps you confirm whether the available grant funding is enough to meet your objectives. If it is not, you may need to revise your objectives, reduce scope, or adjust your goal.
GRANTS Writing Formula summary
The GRANTS Writing Formula provides a practical framework for stronger grant proposals. By using this approach, you can:
- Stop mission drifting
- Stop chasing the money
- Score higher with reviewers
- Write grants that align with your priorities
- Get more grants awarded
Key takeaways
- Use the FOA/RFP/NOFA criteria as your grant application headers to make scoring easier for reviewers.
- Support every need statement with cited statistics and research.
- Create a clear problem statement, then flip it into a goal.
- Write SMART objectives with no more than three per goal.
- Build your budget directly from your timeline work plan so nothing is missed.
Frequently asked questions about grant writing
What is the GRANTS Writing Formula?
Why should I copy and paste grant application questions into a Word document?
What should I include in the needs section of a grant proposal?
Why should I use the funder’s exact questions as headers in my grant proposal?
How do I write SMART objectives for my grant proposal?
How do I develop a timeline for my grant activities?
What should be included in a strategic budget for a grant proposal?
How can I improve my chances of writing a successful grant proposal?
What are common mistakes to avoid in grant writing?
How important is the problem statement in a grant proposal?
Can using storytelling help in grant writing?
Related resources
- Cracking the Grant Code: How Focusing on Relationships Wins More Grants
- MacKenzie Scott Foundation Grant Guide
- 4 Steps to a Winning Fundraising Case Statement
- The Quick and No-Nonsense Guide to Nonprofit Storytelling
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