Grant proposal template for nonprofits

How to use this template

A grant proposal is a funding request that proves three things: that a real, documented need exists, that your plan will measurably reduce it, and that your organization can be trusted with the money. Nearly every foundation and federal application asks for the same eight components below, even when it renames them or splits them across a portal form.

Start by reading the funder's guidelines end to end and building an outline from their headings. Then pull the matching language from this template. When a funder's structure conflicts with the order here, the funder always wins.

Introduces your organization and states the ask. Program officers often decide whether to keep reading here.

[Date]

[Program Officer Name]
[Funder Name]
[Address]

Dear [Name],

[Organization Name], a 501(c)(3) serving [community] since [year], respectfully requests $[amount] over [timeframe] to support [program name].

[One sentence on the problem.] Last year we [concrete result with a number]. With this grant we will [specific outcome, with a number and a date].

Our work aligns with [Funder]'s priority of [quote their stated priority]. The enclosed proposal details our approach, budget, and evaluation plan.

Thank you for your consideration.

Sincerely,
[Name], [Title]
[Phone] | [Email] | EIN [number]

A standalone snapshot. Write it last, after every other section exists, then cut it in half.

Organization: [Name], 501(c)(3), EIN [number], founded [year]
Amount requested: $[amount]
Project period: [start] – [end]
Total project budget: $[amount] ([%] requested from this funder)

Problem: [One or two sentences with a local statistic and its source.]

Project: [Program name] will [verb] [number] [people] in [place] by [doing what].

Outcomes: By [date], [number] participants will [measurable change], measured by [method].

Why us: [One sentence of track record with a number.]

Prove the problem exists here, for these people, at this scale. Cite sources; funders check them.

In [geography], [statistic] ([source, year]). That figure has [risen/held] since [year], while [related service capacity] has [changed].

The people most affected are [population], who face [specific barrier one] and [specific barrier two].

Existing services address [what is covered], but [gap] remains unmet because [reason]. We identified this gap through [survey, waitlist data, partner referrals, community meetings].

Left unaddressed, [consequence with a cost figure where possible].

The goal is the direction. The objectives are SMART: specific, measurable, achievable, relevant, time-bound.

Goal: [Broad change you are working toward.]

Objective 1: By [date], [number] [participants] will [measurable action or change], as measured by [instrument].
Objective 2: By [date], [percentage]% of [participants] will [measurable change], as measured by [instrument].
Objective 3: By [date], we will [organizational or systems-level output], documented by [record].

How the work actually happens, who does it, and when. Reviewers score feasibility here.

Activities
- [Activity]: [who delivers it], [how often], [for how many people], [where].
- [Activity]: ...

Staffing
- [Title] ([FTE]): [responsibility].
- [Title] ([FTE]): [responsibility].

Partners
- [Partner]: [specific committed role]. (MOU attached.)

Timeline
Months 1–3: [milestones]
Months 4–6: [milestones]
Months 7–9: [milestones]
Months 10–12: [milestones, including final report]

Tie every objective to a data source, a collection method, and a person responsible.

| Objective | Indicator | Data source | Collected by | Frequency |
| --- | --- | --- | --- | --- |
| [Objective 1] | [Number served] | [Attendance log] | [Role] | Monthly |
| [Objective 2] | [% improvement] | [Pre/post survey] | [Role] | Start and end |

Analysis: [Who reviews the data, how often, and what triggers a program change.]
Reporting: [What you will send the funder, and when.]

Every line must trace back to an activity in the methods section. Unexplained numbers sink proposals.

Personnel
[Title], [FTE] × $[salary] × [% of time] ................. $[amount]
Fringe at [%] ............................................ $[amount]

Non-personnel
Program supplies ($[unit] × [quantity]) .................. $[amount]
Participant transportation ($[unit] × [rides]) ........... $[amount]
Evaluation and data ...................................... $[amount]
Indirect at [%] .......................................... $[amount]

TOTAL PROJECT COST ....................................... $[amount]
Requested from [Funder] .................................. $[amount]
Committed from other sources ............................. $[amount]

Narrative: [One sentence per line item explaining the calculation and why it is necessary.]

Answer the unspoken question: can these people deliver this?

[Organization] has operated [program area] since [year], serving [number] people annually on a $[amount] budget with [number] staff and [number] volunteers.

Relevant results: [Prior grant or program, funder, amount, and the outcome delivered.]

Leadership: [Name], [Title], brings [years] years in [field]. [One more key staff member.]

Governance: A [number]-member board meets [frequency]. Our most recent audit/990 is attached, filed [date].

Attachment checklist

Gather these once and keep them in a shared folder. Most applications draw from the same set, and missing paperwork is the most avoidable reason a proposal is disqualified.

• ✓IRS 501(c)(3) determination letter
• ✓Most recent Form 990
• ✓Audited financials or year-end statement
• ✓Current organizational budget
• ✓Board of directors list with affiliations
• ✓Key staff bios or resumes
• ✓Letters of support and signed MOUs from partners
• ✓W-9 and DUNS/UEI number (for federal applications)

Six mistakes that sink otherwise good proposals

Grant proposal FAQ

How long should a grant proposal be?

Follow the funder's stated limit exactly. When no limit is given, most private foundation proposals run 5 to 10 pages plus attachments, and federal applications run 15 to 25 pages. Letters of inquiry are usually 2 to 3 pages.

What is the difference between a letter of inquiry and a full proposal?

A letter of inquiry (LOI) is a short pitch, typically 2 to 3 pages, that a funder uses to decide whether to invite a full proposal. It compresses the need, project, outcomes, and amount requested. Never send a full proposal when an LOI is requested.

Do I need 501(c)(3) status to apply for grants?

Most foundation and federal grants require it, but not all. Organizations without determination letters commonly apply through a fiscal sponsor, an existing 501(c)(3) that receives and administers the funds on their behalf for an agreed fee.

How much should I ask a funder for?

Check the funder's recent grants, often visible on their Form 990 or website, and request within their typical range. A first request in the middle or lower half of that range is generally safer than an outlier at the top.

How long does it take to hear back on a grant?

Private foundations commonly decide in 60 to 120 days depending on their board calendar. Federal awards frequently take 4 to 9 months from deadline to notice of award. Plan cash flow accordingly.

Can I reuse the same proposal for multiple funders?

Reuse the underlying content, such as the need statement, evaluation plan, and capacity section, but rewrite the cover letter, alignment language, and outcomes to match each funder's stated priorities and format.