Grant Proposal Template

Securing grant funding is one of the most effective ways for nonprofits, research institutions, and community organizations to finance impactful work. But the competition for grants is fierce—and the difference between a funded proposal and a rejected one often comes down to how clearly and compellingly the proposal communicates the project's value. Our free grant proposal template gives organizations a battle-tested structure for presenting their case to foundations, government agencies, and corporate funders.

Writing a grant proposal is different from writing a business plan or a project scope. Funders are looking for evidence of community need, program effectiveness, organizational capacity, and a clear plan for measuring success. Our template guides you through each of these elements so you can submit a polished, persuasive application that stands out in a crowded field.

What Is a Grant Proposal?

A grant proposal is a formal request for funding submitted to a grant-making organization—typically a foundation, government entity, or corporate giving program. The proposal argues why the funder should invest in a specific project or organizational need, presents evidence that the need is real and pressing, describes the program or initiative being proposed, and demonstrates the applicant's capacity to deliver meaningful results.

Grants are distinct from loans or equity investments because they do not require repayment. This makes them highly sought after, which in turn means the application process is rigorous and selective. A foundation might fund fewer than 5% of the proposals it receives. Government agencies fund a higher percentage but apply stricter compliance requirements once awarded.

The key to a successful grant proposal is alignment: your proposal must directly address what the funder cares about. Every foundation has a giving strategy, funding priorities, and geographic focus. Research each funder thoroughly before applying. A proposal that is well-written but off-target will be rejected in favor of a slightly less polished proposal that speaks directly to the funder's stated priorities.

Key Sections of a Grant Proposal

Executive Summary: Open with a concise summary of the request—the need, the proposed solution, the population served, the grant amount requested, and the expected outcomes. Many funders read this section first; make it compelling enough to earn a full read.

Statement of Need: Present the problem you are addressing with data, stories, and evidence. Funders need to understand the urgency and magnitude of the need before they can evaluate your proposed solution. Use local and national statistics, cite credible sources, and if possible, include testimonials or case studies from the community you serve.

Program Description: Describe the project or initiative in detail. What will be done, how it will be done, who will benefit, and how success will be measured. Include the target population, the approach (why this strategy rather than alternatives), the timeline, and any partnerships or collaborations that strengthen the design.

Organizational Background and Capacity: Demonstrate that your organization is equipped to deliver the proposed work. Include your mission, track record, key staff qualifications, governance structure, and relevant past accomplishments. Funders want to see competence and stability, not just a good idea.

Evaluation Plan: Explain how you will measure success. Define specific, measurable outcomes and describe the tools and methods you will use to track progress. A strong evaluation plan shows the funder that you are accountable and committed to learning what works.

Sustainability Plan: Funders want to know that their investment will have lasting impact, not just short-term results. Describe how the program will continue after grant funding ends—whether through earned revenue, other grants, community support, or institutional budget allocation.

Budget and Budget Narrative: Present a detailed, line-item budget with a narrative explanation of each category. Show how grant funds will be allocated (personnel, program costs, overhead, evaluation, etc.) and how the organization will cover any gaps. A clear, realistic budget builds funder confidence.

Appendices: Include supporting materials—organizational documents, board list, staff resumes, letters of support from partners, pictures, or prior program documentation. Follow the funder's instructions on what to include; do not overstuff the application.

How to Write a Winning Grant Proposal

Grant writing is a disciplined craft. Here are the principles that separate funded proposals from rejected ones.

First, research thoroughly. Before writing a single word, study the funder's giving history, current priorities, geographic focus, and application requirements. Review previously funded projects to understand what a successful application looks like for this particular funder. Many foundations host applicant workshops—attend them.

Second, customize every proposal. Never submit the same proposal to multiple funders without tailoring it. Even if the program is identical, the framing, emphasis, and outcome language should reflect the specific funder's priorities. Generic proposals signal lazy preparation and are rarely funded.

Third, lead with the need. The statement of need sets the emotional and intellectual foundation for everything that follows. If the reader is not convinced that the need is real and urgent, they will not be motivated to fund your solution. Use local data, personal stories, and compelling narratives to bring the need to life.

Fourth, be specific about outcomes. Funders want to fund impact, not activity. Instead of saying "we will provide training to youth," say "we will provide 240 hours of job skills training to 75 youth ages 16–24, with a target of 60% securing employment within 90 days of program completion." Specificity builds credibility.

Fifth, have someone external to your organization review the proposal before submission. Fresh eyes catch ambiguities, identify overclaims, and flag sections that could be misinterpreted. Many foundations reject proposals for unclear writing or inflated language—editing eliminates these avoidable mistakes.

Sample Grant Proposal

Funder: Pacific Regional Foundation — Arts and Culture Portfolio

Applicant: Riverside Community Arts Council

Grant Request: $75,000 over 24 months

Need: Riverside's downtown arts corridor has lost 40% of its independent galleries since 2019 due to rising commercial rents. Local artists lack affordable workspace, limiting the production of new work and reducing the cultural programming available to the 62,000 residents of surrounding neighborhoods.

Program: The Artist Workspace Initiative will lease and convert a 6,000 SF former warehouse into 18 affordable studio spaces and a shared gallery. Priority access will be given to artists from underrepresented communities. A monthly community open studio event will provide free public access to the arts.

Outcomes: (1) 18 artists gain access to stable, affordable workspace. (2) 600+ community members access free arts programming annually. (3) 12 artists report increased revenue from art sales within 18 months. (4) 85% of resident artists remain in the program for at least 12 months.

Evaluation: Quarterly surveys of resident artists, attendance tracking at community events, and an independent evaluation at the 18-month mark.

Budget: Personnel ($42,000), rent and utilities ($18,000), materials and equipment ($8,000), program costs ($5,000), evaluation ($2,000). Total: $75,000.

This sample demonstrates tight alignment with a foundation's arts funding priorities, clear outcomes, and a realistic budget—three elements that move proposals to the funding pile.

Related Templates

• Research Proposal Template — Academic and scientific research grant proposals
• Budget Proposal Template — Detailed project budgeting
• Business Proposal Template — General business proposals for commercial contexts
• Project Proposal Template — Project planning and scoping