Grant Proposal Template for Nonprofits (Free Download)

Grant Proposal Structure

While every funder has specific requirements, most grant proposals follow a standard structure. This template covers the core sections you will encounter in nearly every foundation and government grant application.

Critical rule: Always follow the funder's specific guidelines. If they provide a template, use it. If they set page limits, respect them. This template is a starting framework — adapt it to each funder's requirements.

Section 1: Cover Letter (1 page)

The cover letter is your first impression. Keep it concise and professional.

Include:

• Date and funder's name/address
• Grant program name and deadline reference
• Your organization's name, mission (one sentence), and what you are requesting
• The specific amount requested
• Brief connection between your work and the funder's priorities
• Contact information for the project lead
• Signature of the executive director or board chair

Template:

[Date]

[Funder Name] [Address]

Dear [Program Officer / Grants Committee],

On behalf of [Organization Name], I am pleased to submit this proposal to [Foundation Name]'s [Grant Program Name] for a grant of $[Amount] to support [Project Name/Description in one sentence].

[Organization Name] [one sentence about your mission and track record]. [One sentence connecting your work to the funder's stated priorities].

[Project Name] will [one sentence describing what the project will accomplish and who it will serve]. [One sentence about expected outcomes].

We welcome the opportunity to discuss this proposal further. Please contact [Name] at [email] or [phone] with any questions.

Sincerely,

[Name] [Title]

Section 2: Executive Summary (1/2 - 1 page)

A concise overview of the entire proposal. Many reviewers read only the executive summary during initial screening.

Include:

• Organization name and mission
• The problem you are addressing (1-2 sentences with data)
• Your proposed solution (1-2 sentences)
• Who will benefit and how many
• Total project cost and amount requested
• Expected outcomes
• Project timeline

Template:

[Organization Name] requests $[Amount] from [Foundation Name] to [action verb: launch/expand/sustain] [Project Name], a [brief description] serving [target population] in [geographic area].

[Problem statement with one compelling data point]. [Your organization]'s response is [brief program description].

Over [timeframe], [Project Name] will serve [number] [participants/families/organizations], with expected outcomes including [2-3 specific, measurable outcomes].

The total project budget is $[Amount]. This request of $[Amount] represents [percentage] of the total and will specifically fund [what the grant will cover].

Section 3: Organizational Background (1 page)

Establish your credibility to deliver the proposed project.

Include:

• When and why the organization was founded
• Mission and core programs
• Geographic service area and populations served
• Annual budget and number of staff
• Key achievements and outcomes (use numbers)
• Relevant experience delivering similar projects
• Awards, recognitions, or notable partnerships

Avoid:

• Lengthy history that doesn't demonstrate capacity
• Vague claims without supporting evidence
• Information irrelevant to the proposed project

Section 4: Needs Statement (1-2 pages)

This is the most important section. It must convincingly demonstrate that the problem is real, significant, and addressable.

Structure:

The Problem

• Define the problem clearly and specifically
• Quantify it with data from credible sources (Census, published research, community assessments)
• Localize it — show how the problem manifests in your specific community
• Humanize it — include a brief story or example (with permission) that illustrates the human impact

Root Causes

• What drives this problem? (Systemic factors, resource gaps, structural barriers)
• Why hasn't it been solved already?

Current Gap

• What services currently exist?
• What is not being addressed?
• How does your proposed project fill this specific gap?

The Opportunity

• Why is now the right time for this project?
• What has changed that makes success possible?

Data Sources to Cite:

• U.S. Census Bureau / American Community Survey
• County or city health assessments
• State education data
• Bureau of Labor Statistics
• Peer-reviewed research
• Your own program data from previous work

Section 5: Program Design (2-3 pages)

Describe exactly what you will do, how, and for whom.

Goals and Objectives

Example:

Program Activities

• Detailed description of each activity
• Frequency and duration (weekly sessions, 12-week cohort, etc.)
• Delivery method (in-person, virtual, hybrid)
• Curriculum or framework used (cite evidence base if applicable)

Target Population

• Who will be served (demographics, eligibility criteria)
• How participants will be recruited and selected
• Expected number of participants
• Barriers to participation and how you will address them

Staffing

• Key positions and their roles in this project
• Qualifications of project staff
• Volunteer involvement (if any)

Timeline

Partnerships

• Organizations you will collaborate with
• Their specific role in the project
• Letters of support or MOUs (attach)

Section 6: Evaluation Plan (1 page)

Demonstrate how you will measure whether the project is working.

Process Evaluation (Are we doing what we said we would do?)

• Number of participants served
• Number of sessions/activities delivered
• Attendance and completion rates
• Participant satisfaction

Outcome Evaluation (Is the project making a difference?)

• Pre/post measures (surveys, assessments, tests)
• Comparison to baseline data
• Follow-up data collection timeline

Data Collection Methods

Reporting

• How and when you will report results to the funder
• How you will use evaluation findings to improve the program

Section 7: Sustainability Plan (1/2 page)

Funders want to know the project will continue after their grant ends.

Address:

• How will this project be funded after the grant period?
• What other funding sources are you pursuing?
• Will the project generate earned income?
• How will you build organizational capacity to sustain the work?
• What is the plan if the project is not refunded?

Section 8: Budget and Budget Narrative (1-2 pages)

Budget Table

Budget Narrative

Explain each line item in plain language:

Personnel

• Project Director (0.5 FTE, $XX,XXX): [Name] will oversee project implementation, manage partnerships, and ensure program quality. Salary based on [comparable position/salary survey].
• Program Coordinator (1.0 FTE, $XX,XXX): Will deliver direct services to participants, manage data collection, and coordinate volunteer tutors.
• Benefits (XX%): Includes health insurance, retirement contribution, and payroll taxes.

Non-Personnel

• Supplies ($X,XXX): Program materials including [specific items] for [number] participants at $[cost] per participant.
• Travel ($X,XXX): Staff travel to [number] partner sites at [rate] per mile, plus [number] conference trips for professional development.

[Continue for each line item]

Section 9: Attachments

Standard attachments (include unless the funder says otherwise):

• [ ] IRS determination letter (501(c)(3))
• [ ] Board of directors list with affiliations
• [ ] Current year organizational budget
• [ ] Most recent audited financial statements or Form 990
• [ ] Letters of support from partners
• [ ] Staff resumes for key project personnel
• [ ] Logic model (if applicable)

Common Grant Writing Mistakes

Not following the funder's guidelines — This is the #1 reason proposals are rejected before review

Vague outcomes — "Improve lives" is not measurable; "Increase reading proficiency by one grade level" is

Budget doesn't match narrative — Every activity described should have corresponding budget support

No evidence of need — Anecdotes without data, or national data without local context

Asking for too much or too little — Research the funder's typical grant range before requesting

Submitting at the last minute — Technical problems, missing signatures, and upload errors are avoidable with advance planning

Frequently Asked Questions

How long should a grant proposal be?

Follow the funder's guidelines. If no page limit is specified, 5-10 pages for the narrative (excluding budget and attachments) is standard for most foundation grants. Federal grants often require 15-25 pages.

How far in advance should we start writing?

Begin 6-8 weeks before the deadline for a new proposal. Allow 2-3 weeks for a renewal or revision of a previous proposal. Factor in time for internal review and signature collection.

What is an indirect cost rate?

Indirect costs (also called overhead or administrative costs) cover expenses that support the project but are not directly attributable to it — rent, utilities, accounting, executive leadership. Many funders allow 10-15% of direct costs as indirect. Federal grants use a negotiated rate.

Should we apply if we don't meet all the criteria?

If you meet most criteria and believe you have a strong case, it's usually worth applying. Contact the program officer to ask — they can often tell you whether your organization is competitive before you invest the time.

Grant Writing Support

Giddings Consulting Group helps nonprofit organizations develop compelling grant proposals, build grant readiness, and diversify their funding portfolios.

Contact us to discuss your grant writing needs, or explore our Grant Proposal Writing Guide for additional strategies.