7 Grant Writing Mistakes

Grant writing can feel like you're speaking a foreign language, especially when you're running a minority nonprofit with limited resources. You're doing incredible work in your community, but somehow those grant applications keep getting rejected. Sound familiar?

Here's the thing: most grant writing mistakes are completely fixable once you know what to look for. Let's dive into the seven biggest blunders that are costing you funding, and more importantly, how to turn things around.

Mistake #1: Writing Vague Statements of Need

Your statement of need is like your elevator pitch; it needs to grab attention immediately. Too many nonprofits write something like "Many families in our community struggle with food insecurity." While true, this doesn't tell funders anything specific about your situation.

How to fix it: Get specific with your data. Instead of "many families," try "According to our county health department, 1 in 4 children in ZIP codes 45202 and 45203 go to bed hungry at least twice a week." See the difference?

Add a human story to make it real. "Last month, Sarah, a working mother of three, told us she had to choose between paying rent and buying groceries. Her story reflects what 67% of families in our service area face monthly." This combination of hard data and personal narrative shows funders exactly why their money matters.

Remember, you're not just asking for money; you're inviting funders to be part of solving a real problem. Make that problem impossible to ignore.

Mistake #2: Focusing on Your Organization Instead of the Funder's Mission

Here's where many nonprofits get it backwards. You write about how the grant will help your organization pay salaries or upgrade equipment. But here's what funders actually want to know: How will their investment advance their mission?

How to fix it: Before you write a single word, spend time on the funder's website. What language do they use? What outcomes do they celebrate? What problems keep them up at night?

Then frame your proposal around their goals. If they care about educational equity, don't lead with "This grant will help us hire a program coordinator." Instead, try "This investment will ensure 150 underserved students have access to after-school tutoring, directly advancing your foundation's commitment to closing the achievement gap."

It's not about changing your mission, it's about showing how your work serves theirs.

Mistake #3: Submitting Proposals Full of Typos and Errors

Nothing kills credibility faster than a proposal riddled with mistakes. When program officers are reading hundreds of applications, typos make your organization look unprofessional and careless.

How to fix it: Create a proofreading system that actually works. Don't rely on yourself alone; you've been staring at this proposal for weeks, and your brain will automatically fill in missing words.

Find a colleague who hasn't seen the proposal before. Better yet, recruit someone outside your organization who can spot confusing jargon too. Read the entire thing out loud (seriously, do this). Your ears will catch errors your eyes miss.

Use tools like Grammarly, but don't depend on them entirely. They miss context and tone issues that human readers catch.

Mistake #4: Confusing Activities with Outcomes

This is huge. Funders don't just want to know what you'll do, they want to know what will change because of what you do. Too many proposals list activities ("We'll hold 12 workshops") instead of outcomes ("Participants will demonstrate improved financial literacy skills").

How to fix it: Think of it this way:

• Activities are what you plan to do

• Outputs are what you produce (number of people served, workshops held)

• Outcomes are the changes that happen as a result

For example: Running job training workshops is an activity. Serving 50 unemployed adults is an output. Having 70% of participants find employment within six months is an outcome.

Funders invest in outcomes, not activities. Show them the transformation their money will create.

Mistake #5: Sending Generic, Copy-and-Paste Proposals

Look, we get it. You're stretched thin and writing custom proposals takes time you don't have. But generic proposals are boring proposals, and boring proposals don't get funded.

How to fix it: Yes, you can reuse content, but be strategic about it. Create a master document with your core program descriptions, then customize the framing for each funder.

Change your opening paragraph to reference their specific interests. Adjust your language to mirror theirs. If they talk about "empowerment," use that word instead of "capacity building."

Small changes make a big difference. Funders can tell when you've done your homework versus when you've sent the same proposal to everyone.

Mistake #6: Ignoring Application Guidelines

Some foundations want three pages, others want ten. Some ask for specific budget formats; others want narrative descriptions. When you ignore these requirements, you're basically asking to be rejected.

How to fix it: Create a checklist for each application. Include page limits, formatting requirements, required attachments, and submission deadlines. Check off each item before you submit.

If they ask for Arial 12-point font and you submit in Times New Roman 11, you're showing them you don't follow directions. That's not the first impression you want to make.

When in doubt, email and ask. Most program officers appreciate when applicants seek clarification rather than guess wrong.

Mistake #7: Not Asking for a Specific Amount (or Asking for the Wrong Amount)

Program officers aren't mind readers. If you don't clearly state how much money you need, they can't make a decision. Equally problematic: asking for way more or way less than the funder typically gives.

How to fix it: State your funding request in the first paragraph. "We respectfully request $25,000 to support our youth mentorship program."

Before you write that number, research the funder's giving history. Most foundations publish their grants online. Look for organizations similar to yours and see what they received. If their typical grant is $10,000 and you're asking for $100,000, you're setting yourself up for disappointment.

Match your request to their capacity and your needs. Sometimes a smaller, well-aligned request is more likely to succeed than a larger, ambitious one.

Moving Forward with Confidence

Grant writing doesn't have to feel impossible. These seven mistakes are fixable with some attention to detail and strategic thinking. Start with the one or two that feel most relevant to your situation, then work your way through the list.

Remember, every successful nonprofit started where you are now. The difference isn't talent or luck: it's learning from mistakes and continuously improving your approach.

Your community needs what you're doing. These grant-writing improvements will help you secure the funding to do it even better. You've got this.