Grant Writing 101

A Quick Guide for Emerging Nonprofit Professionals

This guide was developed by APIs RISE Fund based on reviewer feedback and grant writing best practices to provide tips on grant proposal writing. We're rooting for you!

Before you even start writing, make sure your project aligns with funder priorities. Read the full Request for Proposals (RFP) carefully—twice!

THE GOLDEN RULES

1. FOLLOW THE INSTRUCTIONS

This sounds obvious, but proposals get rejected simply because applicants didn't follow basic directions. Check:

✓ Deadline (submit early!)

✓ Page limits or word counts

✓ Required sections and attachments

✓ Budget format

✓ File format (PDF, Word, etc.)

2. BE SPECIFIC, NOT GENERIC

Reviewers read dozens of proposals. Vague language makes yours forgettable.

❌ DON'T SAY: "We will build leadership capacity in our community."

✓ DO SAY: "We will train 15 AANHPI women ages 25-40 in public speaking, campaign strategy, and community organizing through an 8-week Saturday program, with each participant completing a final public presentation to 50+ community members."

 Ask yourself: Could another organization copy-paste my description? If yes, add more specifics!

3. SHOW, DON'T JUST TELL

Numbers, examples, and concrete details make your proposal come alive.

Instead of: "Many people in our community struggle with mental health."

Write: "According to Sacramento County data, AANHPI residents wait an average of # weeks for mental health appointments, compared to # weeks for other groups. Last year, our hotline received # calls from individuals in crisis with nowhere to turn, an increase in % calls."

THE MUST-HAVES

 CLEAR OUTCOMES (Not just activities)

Reviewers want to know: What will actually change?

❌ WEAK: "Participants will attend workshops."

✓ STRONG: "By program end, 12 youth will create and publish digital stories documenting their family immigration experiences, with 75% reporting increased confidence in public speaking (measured by pre/post surveys)."

Format: [NUMBER] of [WHO] will [ACCOMPLISH WHAT] by [WHEN], measured by [HOW]

DETAILED BUDGET

Generic budgets raise red flags. Break down EVERY major cost.

❌ DON'T:

- Supplies: $2,000

- Staff: $5,000

✓ DO:

- Art supplies for 15 participants ($75/person = canvases, paints, brushes): $1,125

- Workshop materials & printing (15 participants × 6 sessions): $600

- Exhibition display materials: $275

- **Subtotal Supplies: $2,000**

- Program Coordinator (120 hours × $35/hour, leading all workshops): $4,200

- Administrative support (20 hours × $25/hour, registration & logistics): $500

- Curriculum consultant (6 hours × $50/hour): $300

- **Subtotal Staff: $5,000**

 Include: Quantities, unit costs, how you calculated the total, and why each item is necessary.

REALISTIC TIMELINE

Show you've thought through the logistics.

 Include milestones like:

- Month 1: Recruit participants, finalize curriculum

- Months 2-3: Deliver 8 weekly workshops

- Month 4: Participants complete final projects

- Month 5: Public showcase event, program evaluation

YOUR ORGANIZATION'S CAPACITY

Reviewers need to trust you can deliver.

Answer these questions:

- Who will manage this project? (Name, title, relevant experience)

- How many staff/volunteers do you have?

- Have you done similar work before? (If yes, what were the results?)

- If you're a new organization, what expertise does your founding team bring?

- Do you have partnerships that strengthen your capacity?

New organizations: Be honest about being new, but emphasize your team's track record and any fiscal sponsors or partner organizations.

COMMON MISTAKES TO AVOID

❌ "We'll serve the community"

Who SPECIFICALLY? How many? What neighborhoods? What demographics?

❌ Copy-pasting from another grant

Reviewers can tell. Every proposal should be tailored to that specific funder's priorities.

❌ Promising too much

Better to do ONE thing excellently than to promise five things you can't deliver.

❌ Forgetting to proofread

Typos and grammatical errors make you look unprepared. Have someone else read it!

❌ No evaluation plan

How will you know if it worked? Include surveys, attendance tracking, participant feedback—whatever makes sense for your program.

❌ Budget doesn't match narrative

If you say you'll serve 30 people in the narrative but your budget is for 15, reviewers notice.

 QUICK WRITING TIPS

Keep it clear and simple:

- Use short sentences (under 20 words when possible)

- Avoid jargon and acronyms (or define them on first use)

- Use active voice: "We will train 20 leaders" (not "20 leaders will be trained")

- Break up text with headers, bullet points, and white space

Tell a story:

- Start with the problem (what's not working now?)

- Show your solution (what will you do about it?)

- Prove you can do it (your track record, team, partnerships)

- Define success (what will be different after your program?)

Use real examples:

- Include a brief story of someone your program has helped (change names for privacy)

- Use local data and statistics

- Cite credible sources

THE CHECKLIST BEFORE YOU SUBMIT

□ I read the entire RFP and followed all instructions

□ My project clearly aligns with the funder's stated priorities

□ I've included specific numbers: how many people, doing what, by when

□ My budget is detailed with unit costs and justifications

□ I've described my organization's capacity and relevant experience

□ I've included measurable outcomes and an evaluation plan

□ I've shown how my project specifically serves Sacramento region (if required)

□ Someone else proofread my proposal

□ All required attachments are included

□ I'm submitting BEFORE the deadline (not at 11:59pm!)

IF YOUR PROPOSAL ISN'T FUNDED

This is normal! Most grant writers get rejected more often than they get funded.

 What to do:

1. Ask for feedback (if the funder offers it)

2. Look for patterns—what did reviewers flag?

3. Revise and reapply next cycle

4. Apply to other funders

5. Keep refining your program based on what you learn

Remember: Writing the proposal helps you clarify your program design, even if you don't get funding. This work isn't wasted!

RESOURCES

 Need help? Consider:

- Asking a colleague to review your draft

- Attending a grant writing workshop

- Looking at examples of successful proposals

- Reading the funder's previously funded projects (often on their website)

The most important thing: Start early! Good proposals take time. Don't wait until the week before the deadline. 

FINAL ENCOURAGEMENT

Grant writing is a skill you can learn. Your first proposal probably won't be perfect, and that's okay. Each one you write gets better. Focus on clearly communicating:

1. What problem you're solving

2. Exactly what you'll do about it

3. Who will do it and how you know they can

4. What success looks like

5. How much it costs and why

You've got this!