In short
Before submitting a grant proposal, confirm you are eligible and meet every requirement in the guidelines, that each section answers what reviewers score, that the budget matches the narrative and adds up, that every attachment is included and current, that the format and length follow the rules, and that you submit before the deadline and keep proof.
Eligibility and fit
- Your organisation meets every eligibility rule (legal form, country, years registered, size of income).
- The project fits the funder’s current priorities, geography and grant size.
- You have read the guidelines, scoring criteria and any frequently asked questions in full.
- Questions about anything unclear have been answered by the programme officer.
- You know the exact deadline, time zone and submission method.
- Your board or leadership has approved the application and the amount requested.
Content
- The covering letter is one page, addressed to a named person and signed by a senior leader.
- The executive summary can be understood on its own and states the amount, duration and results.
- The problem statement uses recent, cited and local evidence.
- Baseline figures are disaggregated by sex, age, disability and other relevant groups.
- Direct and indirect beneficiaries are counted separately, with the method explained.
- Every activity is linked to the problem it solves.
- Objectives are SMART and outcomes are separated from outputs.
- Each outcome has a measurable indicator and a source of evidence.
- The timeline is realistic and includes start-up tasks such as hiring and procurement.
- Main risks are named with a mitigation for each.
- The sustainability and exit plan says who will continue the work and how it will be paid for.
- The organisation profile shows a relevant track record with numbers.
Budget
- Every budget line is linked to an activity in the narrative, and every activity has a cost.
- Each line shows quantity, unit and rate, and the arithmetic is correct.
- Prices are based on quotes, salary scales or published rates.
- Overheads follow the funder’s rules and the rate is stated.
- Co-funding and in-kind contributions are shown separately.
- The funder’s currency and budget template are used, with any exchange rate and its date.
- Totals in the budget, executive summary and covering letter are identical.
Attachments and due diligence
- Registration certificate and governing documents.
- Tax-exempt status and tax identification number.
- Audited accounts for the years requested.
- List of board members.
- Letters of support or partnership agreements.
- CVs of key staff, if requested.
- Logical framework or theory of change, if requested.
Format and submission
- Page, word and character limits are respected for every section.
- Font, margins, file type and file names follow the instructions.
- Headings match the funder’s section names.
- Pages are numbered and the document has a contents page if it is longer than five pages.
- Names, numbers and dates are consistent throughout.
- Someone who did not write it has read the whole proposal.
- The proposal is submitted before the deadline, ideally a day early.
- You have saved proof of submission and a copy of everything sent.
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Frequently asked questions
What should I check before submitting a grant proposal?
Check eligibility, that every required section and attachment is included, that the budget matches the narrative and adds up, that formatting and length rules are followed, and that the same totals appear in the letter, summary and budget.
What documents are usually attached to a grant proposal?
Usually proof of registration, governing documents, tax-exempt status, audited accounts, a list of board members, letters of support and, when requested, CVs of key staff and a logical framework.
Written by Gachi Foundation, a non-profit in Jharkhand, India. All proposal-writing resources.