Checklist created by Persis Loomis, grant consultant and nonprofit advisor, in partnership with Instrumentl

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Why Preparation For Federal Grants Matters Even More Now

Federal grants have long been a cornerstone of nonprofit funding strategies. But in recent years, that reliability has been shaken. Entire agencies have disappeared, leaving organizations scrambling to keep the lights on. As grant consultant Persis Loomis explains,

“In the past, federal grants were always the most reliable... and now that’s less of the case.”

Persis Loomis knows this world well. She began her career on the federal side at the National Park Service in Washington, D.C., where she saw firsthand how dependable federal funding could be. Later, she transitioned into consulting for museums, libraries, and arts organizations across California. With expertise spanning federal processes and on-the-ground nonprofit needs, she brings a rare dual perspective to grant strategy. That combination is what inspired her to create the Prep for Federal Grants in 2026 Checklist.

This free resource is designed to help nonprofits stay ready, even in uncertain times. As Persis warns, “Some of the federal grants that are coming back, you’re not getting as much lead time... It’s kind of last minute—‘we have the money now, send us your application.’”

Watch our full interview with Persis Loomis on The Grant Writing Expert Podcast. In this conversation, she shares the backstory behind this checklist, how nonprofits can rethink their grant strategies, and practical steps to stay resilient in times of uncertainty.

What’s Inside the 2026 Federal Grant Prep Checklist

The checklist breaks preparation into four clear categories: Federal Steps, Organizational Information, Project + Budget Plan, and Partnerships & Support.

Federal Steps

• Grants.gov registration
• SAM registration
• Workspace setup
• Confirm all accounts are active
• Connect with your program officer

Why it matters: Registrations can take weeks or even months to finalize. Waiting until a grant opens could mean missing the deadline entirely.

Organizational Information

• Mission, vision, values, and history
• Program descriptions and populations served
• Annual reports, strategic plans, and audits
• Board list, staff bios, and organizational chart
• Financial statements and IRS Form 990

Having these documents ready ensures your organization won’t be derailed by paperwork delays.

Project + Budget Plan

• Detailed project design and sustainability plan
• Evaluation plan and logic model
• Staffing plan with job descriptions
• Budget estimates, contractor quotes, and contingency funding

Persis advises nonprofits to build the program first, then find the funding:

“Design the program first and then find the grant that fits it.”

This keeps your proposals mission-aligned and fundable.

Partnerships & Support

• MOUs and contracts
• Grant history
• Letters of support (aim for 10+)
• List of collaborating partners

As Persis emphasizes, partnerships expand reach and strengthen applications:

“I want organizations to think bigger... collaborate with schools, universities, tech companies, environmental groups.”

How to Put This Checklist Into Action

So how can your organization make the most of this resource?

1. Use the downtime now. Even if federal opportunities feel uncertain, this is the moment to prepare your registrations, gather documents, and clarify projects.
2. Host an internal prep session. Bring staff and board together to review the checklist and assign responsibilities.
3. Strengthen relationships. Funders want to support organizations they know and trust. Persis puts it simply: “It’s all about... the relationship that you have. So getting out and talking to people—that’s the best way to do it.”
4. Leverage tools. Instrumentl can help you organize deadlines, centralize documents, and track partnership opportunities so your team is never caught off guard.

Federal funding may be volatile, but preparation gives your nonprofit a critical advantage. With Persis Loomis’s Prep for Federal Grants in 2026 Checklist, you’ll be ready to act when opportunities open up.