Moves Management for Grant Writers: Turn Funders into Long-Term Partners

Before we dive into why grant professionals need moves management, let’s start with the basics: what is it, and why does it matter?

Traditionally, moves management has been a go-to strategy for major gifts fundraising, helping nonprofits cultivate relationships with high-net-worth donors. But here’s the thing: it’s just as valuable for grant professionals.
‍

A structured moves management approach ensures you’re not just chasing one-time grants but actively building long-term relationships. Think of it as a game plan for turning funders into long-term champions of your nonprofit by moving them through key stages—from first-time grantor to loyal, ongoing partner.

This process includes identification, qualification, cultivation, solicitation, and stewardship.

By building trust, engaging funders beyond the grant cycle, and demonstrating impact, you can:

• Increase renewal rates
• Secure larger grants
• And even unlock multi-year funding opportunities

Grant professional Matt Hugg shares,
‍

“Maybe you’ve heard the saying…‘The best time to plant a tree is 30 years ago. The next best time is today!’ Well, the same goes for relationships with funders. The best time to start a relationship with a funder is a while ago - before you need it. The second best time? You guessed it: today!”

Understanding moves management is the first step to using it effectively. Now, let’s discuss why grant professionals should make it a key part of their grant strategy.

We've said it before, and we’ll say it again: If you think moves management is just for gift officers, think again!

Grant writers can—and should—use the same approach to build lasting relationships with funders.

Here’s the reality: funders aren’t ATMs. They don’t just hand out checks and disappear. They want to invest in organizations they trust: ones that show impact, stay engaged, and treat them like true partners. This is where moves management comes in.

Peggy Beisler-Homesly, CEO and nonprofit fundraising consultant, has some sage advice:
‍

“Get to know them, and let them know you. An organization is not just asking for money, but developing a partnership and relationships. The funder is a mutual partner; honor them as well. Both parties are looking to make a significant change.”

Instead of submitting a grant, crossing your fingers, and hoping for the best, moves management gives you a strategic framework for building lasting relationships with funders.

Here’s how it helps:

• Win more grants: Cultivating funder relationships outside of grant cycles increases your chances of success when you do apply—funders are more likely to fund organizations they already know and trust.
• Strengthen funder relationships: A structured approach helps you engage with funders beyond the application process, turning one-time grants into renewable, multi-year investments.
• Stay organized and on track: Moves management keeps you on a consistent cultivation schedule so you never lose touch with funders or miss key engagement opportunities.
• Increase trust and credibility: Funders appreciate nonprofits that communicate regularly, share updates, and demonstrate impact beyond required reports.

The more intentional you are about funder relationships, the more sustainable your funding will be. While it’s always important to seek out new funding opportunities, a strong moves management strategy ensures you’re not solely reliant on finding new grants—it helps you maximize existing relationships and increase renewal rates.

Moves management is all about intentionally guiding funders through a structured relationship-building process, from identifying potential partners to securing long-term support. Here’s how grant professionals can apply this strategy effectively.

1. Identification: Finding the Right Funders

The first step in moves management is identifying funders who could be a good fit based on broad criteria like mission alignment, focus areas, and geographic reach. This is the initial grant research phase, during which you cast a wide net to find potential funding opportunities.

What to look for:

• Funders who have given to organizations similar to yours in focus, size, and geography.
• Funding priorities that align with your mission and programs.
• A history of giving grants in appropriate amounts for your needs.
• Whether they are open to new grantees or only fund organizations with which they already have relationships (aka: they are invite-only funders).

At this stage, you are gathering a list of funders that might be a good match, but you’re not evaluating yet whether you should apply—that’s where qualification comes in.

2. Qualification: Assessing Fit Before Applying

After identifying potential funders, the next step is qualifying them: narrowing your list to funders who are actually worth pursuing. 

These questions can help you quickly assess fit:

• Do we meet their eligibility criteria? Review guidelines carefully to ensure your organization qualifies.
• Is their funding cycle and deadline a match for our timeline? Some funders only accept applications at certain times of the year.
• Do they prioritize multi-year funding or one-time grants? If you need ongoing support, funders that offer repeat funding are a better fit.
• Is their application process open or invite-only? If they don’t accept unsolicited proposals, you may need to build a relationship first.
• What is their level of engagement? Do they prefer close partnerships with grantees, or do they take a hands-off approach?

At this stage, eliminate funders who aren’t a strong fit and prioritize those with the best chance of success. A well-qualified funder list ensures your grant-seeking efforts are focused, strategic, and efficient.

3. Cultivation: Building Relationships Before Applying

Once you’ve qualified a funder as a strong match, the next step is to cultivate a relationship before applying.

Ways to cultivate relationships:

• Attend webinars, conferences, or funder-hosted events to learn about their priorities. For example, the Lancaster County Community Foundation hosts an info session for prospective applicants at the beginning of every grant cycle.
• Follow funders on LinkedIn or other platforms and engage with their content.
• Introduce your organization through emails, networking, or mutual connections.
• If possible, schedule a pre-application conversation to ask questions and show alignment.

Cultivation helps ensure your nonprofit isn’t just another application in a stack.

Rachel Grusin, Project Coordinator for the Legal Aid Society of San Diego, shares:
‍

“Encourage multiple levels of relationships [with funders]. Don’t just limit your connections to the grant manager or primary contact at your organization—encourage your board members, executive staff, and program leads to build relationships with their counterparts in the funding organization.”

4. Solicitation: Submitting a Strong Proposal

By the time you submit a grant application, you should clearly understand what the funder is looking for and how your nonprofit aligns with their priorities.

Here are some best practices for submitting proposals:

• Tailor your proposal to speak directly to the funder’s mission and priorities. This CDBG grant proposal is a great example of an application that is tailored to meet the funder’s specific preferences.
• Use data and storytelling to illustrate your impact.
• Clearly outline how your project will address a need and align with their funding goals.
• Follow the funder’s application instructions carefully—many applications are rejected for simply formatting or eligibility errors.

A well-crafted, strategic proposal increases your chances of securing funding and sets the stage for future engagement.

5. Stewardship: Keeping Funders Engaged for the Long Term

Winning a grant isn’t the end of the relationship—it’s the beginning. Stewardship ensures that funders stay engaged, increasing the likelihood of renewals and future funding. 

Consider these strategies for funder stewardship: 

• Send a personalized thank-you. Within a week of receiving funds, express gratitude and highlight how the funder’s support will make an impact. Want to see some examples? Check out this collection from Donor Relations Group.‍
• Provide impact updates beyond required reports. Keep funders engaged with short updates, success stories, or even a brief video featuring beneficiaries. This End Youth Homelessness newsletter speaks to their work and the impact of their member organizations, including data and stats and a powerful story.‍
• Keep funders engaged year-round. Invite them to events, include them in newsletters, and check in periodically—not just when you need funding. Make sure funders are on your mailing lists, invite them to your annual events, and write them personal notes checking in and wishing them well.
• ‍Maintain relationships even if a grant isn’t renewed. A rejection doesn’t mean the door is closed. Thank funders for their past support and stay in touch.

The more intentional you are about engaging funders throughout the process, the more successful your organization will be in securing sustainable, long-term funding.

Implementing moves management fundraising effectively requires a strategic approach to funder engagement. Instrumentl offers a suite of tools designed to streamline this process, enabling nonprofits to manage each stage efficiently within a single platform.

Funder Research and Tracking: Identifying Aligned Funders

Why It Matters:

Finding the right funders is the foundation of moves management. Applying to the wrong funders wastes your precious time and resources. 

Features We Love:

• Comprehensive Funder Database: Access a vast database of over 400,000+ funders and 15,000+ live RFPs. Even better: at least 150 new opportunities are added each week!

‍

• Advanced Search Filters: You can use Instrumentl’s filters to narrow down funders based on criteria such as geographic focus, funding amount, and specific program interests, ensuring a precise match with your organization’s needs.

‍

• Advanced Funder Insights: Instrumentl gives grant professionals an in-depth analysis of potential funders, revealing critical data on past giving patterns, openness to new grantees, and funding trends over time. By examining these metrics, grant seekers can strategically identify and prioritize funders whose giving histories align with their mission and project needs.

‍

Automated Reminders: Staying on Top of Deadlines and Follow-Ups

Why It Matters:

Moves management requires consistent engagement with funders, and that means tracking key deadlines, follow-ups, and reporting requirements. Missing a deadline or failing to follow up could cost you a future grant.

How Instrumentl Helps:

• Automated Deadline Reminders. Never miss an application or reporting deadline with Instrumentl’s built-in alerts. You’ll receive email notifications reminding you of upcoming due dates for proposals and reports. If a funder changes a deadline, Instrumentl will notify you immediately so you don’t miss it.

‍

• Create Tasks to Stay on Top of Follow-ups. Instrumentl allows you to categorize tasks, assign them to team members, and set automated reminders to ensure timely follow-ups. By centralizing key dates in one place, Instrumentl ensures no funder relationship falls through the cracks.

‍

• Calendar Integrations. Sync reminders with Google Calendar or Outlook so all your funder engagement tasks—grant deadlines, follow-ups, and reporting dates—automatically appear in your schedule, keeping everything organized and easily accessible.

‍

Grant History and Relationship Management: Tracking Engagement Over Time

Why It Matters:

Moves management is about maintaining and growing funder relationships over time. Keeping track of past interactions and grant history helps you understand funder preferences, increasing your chances of renewed funding.

How Instrumentl Helps:

• Monitor your grant success rates. Keep track of submitted proposals, wins, and rejections to identify patterns and refine your approach. Check out this cool snapshot that appears at the top of your screen each time you log into Instrumentl’s tracker. It shows your grant goal for the fiscal year, the amount you’ve currently been awarded, the amount of pending/submitted grants, and the amount of declined grants

‍

‍Centralize proposal and reporting history. Store details on past applications and awarded grants so your team always has access to critical information.

Time to wrap things up! Let’s recap: 

Moves management fundraising isn’t just for major gift officers; grant professionals can use it to turn funders into long-term partners and secure sustainable funding. By taking a structured approach to funder engagement, nonprofits can build stronger relationships, improve trust, and increase grant renewal rates.

With Instrumentl, you can streamline every step of moves management—from identifying aligned funders to tracking interactions and ensuring timely follow-ups. It takes the guesswork out of funder relationships, helping you stay organized, strategic, and proactive.

Ready to build long-term funding success? Try Instrumentl today (no credit card required!) and take the next step in transforming your funder relationships.