Without a structured approach to the grant application process, nonprofits risk missed opportunities, stressful deadlines, and poorly written proposals.
Fortunately, there is a solution: grant planning templates.
A grant planning template streamlines and simplifies the proposal process, saving nonprofits time and increasing their chances of funding success.
In this article, we’ll outline the grant application process, steps to prepare for it, and how to create your very own grant planning template.
Let’s go!
Without a clear roadmap, the grant application process can feel overwhelming. It involves several stages that require strategic thinking, careful organization, and detailed execution to be successful.
The first step is finding grant opportunities that align with your organization’s mission, programs, and goals. Not every grant will be a good fit, and chasing the wrong ones wastes time and resources. Strategic research is crucial.
Once you find a promising opportunity, the next phase is preparing your proposal. This includes crafting a compelling narrative, outlining the project plan, building a clear budget, and gathering supporting documents.
Each funder will have unique requirements, so it’s essential to follow their instructions closely. Strong proposals don’t just answer every question on the application—they also demonstrate impact, sustainability, and alignment with the funder’s priorities.
The final step after assembling the full application package is submission. This sounds simple, but attention to detail is critical. Every field must be complete, attachments must be correct, and everything must be submitted by the deadline—sometimes even earlier to account for technical glitches.
Late or incomplete submissions are often disqualified automatically, no matter how strong your proposal is.
Why is grant preparation so important?
Applying for grants isn’t just about good writing; it’s also about smart planning. Without thorough preparation, even the best ideas can fall flat.
Poor preparation leads to:
Bottom Line: A thoughtful, organized grant preparation process isn’t just a “nice to have”—it’s a core part of maximizing funding success and building strong, lasting relationships with funders.
Strong grant applications start long before you begin writing. Successful grant professionals invest time upfront to plan, organize, and position themselves for success.
Here are seven steps to help you prepare effectively.
The best proposals begin with finding the right opportunities. When you apply to grants that closely align with your nonprofit’s mission and programs, you're far more likely to secure funding.
Why this matters: Focusing on well-aligned opportunities increases your return on investment (ROI), improves success rates, and saves valuable time that would otherwise be wasted chasing poor-fit grants.
Not all grants that seem promising at first glance will be a good fit upon deeper review. Understanding a funder’s past giving patterns, geographic focus, openness to new grantees, and average award size helps you make smarter, more strategic decisions.
Why this matters: This step helps you prioritize high-potential opportunities and avoid investing time into grants that are unlikely to result in funding.
Once you’ve identified opportunities to pursue, map out all relevant deadlines—initial drafts, required attachments, letters of support, and final submission dates.
Why this matters: A clear timeline helps you stay on track, prevents last-minute scrambles, and ensures you’re leaving enough time for internal reviews and approvals.
Grant applications typically require multiple hands on deck. Assign specific roles for research, writing, budgeting, compiling attachments, and final reviews.
Why this matters: Clarity prevents confusion and missed steps. When everyone knows their role, your process runs more smoothly—and you submit stronger, more complete proposals.
Standard attachments—like your 501(c)3 letter, board list, financials, and letters of support—often take time to collect, especially if you're relying on external partners.
Why this matters: Waiting until the last minute to request documents can create unnecessary stress or cause you to miss deadlines. Starting early gives you breathing room and ensures nothing is forgotten.
Your proposal should clearly articulate how your project addresses a real need and aligns with the funder’s goals. Be sure to follow the application instructions exactly.
Why this matters: Well-written, tailored proposals stand out. However, even the best ideas can be overlooked if the narrative is unclear or missing key elements.
Pro Tip: Always have a second pair of eyes review your proposal for clarity, grammar, and adherence to guidelines.
Online portals crash, the internet goes out, computers freeze, and life happens. Plan to submit at least a few days early to avoid preventable mishaps.
Why this matters: Submitting early protects your hard work and gives you a buffer to handle any unexpected issues that arise at the eleventh hour.
A grant planning template acts as a roadmap, helping your nonprofit stay organized and on track throughout the entire grant application process.
Instead of starting from scratch with every new opportunity, a template centralizes key details like deadlines, requirements, and assigned responsibilities—making managing multiple grants at once easier.
A strong grant planning template can help you:
Creating your own grant planning template doesn’t have to be complicated. Here’s how to get started:
1. Choose Your Platform: Use a tool like Microsoft Excel, Google Sheets, Airtable, or another project management platform you’re already comfortable with.
2. Set Up Core Sections: Create columns or fields to capture important information for each grant, such as:
3. Input Initial Data: Add your current grant opportunities. As you research each funder and opportunity, fill out as much information as possible.
4. Customize as Needed: Every funder is different, so feel free to add new columns for specific needs, such as reporting deadlines, renewal opportunities, or notes about funder preferences.
5. Keep it Updated: Treat your template as a living document. Regularly update it with new opportunities, changing deadlines, or completed tasks to keep everything accurate and actionable.
Pro Tip: If you’re managing more than a few grants, consider upgrading from a basic spreadsheet to a comprehensive grant management tool like Instrumentl. Instrumentl not only helps you discover and track grants but also automatically organizes deadlines, tasks, and key documents—saving you time and keeping everything in one place.
Throughout the grant planning process, staying organized, focusing on funder fit, and building smart internal systems are critical to long-term success. Here’s how experienced grant professionals recommend approaching grant preparation:
“Examining a funder’s past giving patterns is crucial because it reveals their true funding priorities and behaviors, which may differ from their stated guidelines.” - Veronica Kulon, Grant Consultant
Earlier, we discussed the importance of reviewing funder guidelines and giving history as part of your planning process. Veronica Kulon reinforces this point: By digging into a funder’s actual grantmaking history, you can better tailor your proposal and focus on opportunities where you have the strongest chance of success.
“Have all of your important grant documents in one place … log any prospective grant, and set deadlines to submit no later than one week before they’re due.” - Arnisha Johnson, Owner & Lead Strategist of Manifesting on More
Strong grant planning depends on a reliable system for managing applications, deadlines, documents, and reporting requirements.
Arnisha Johnson recommends using trackers, organizing folders, and setting early internal deadlines.
“If you don’t already have systems in place to keep you organized, invest the time and energy (and money!) to set them up. This will make your grant writing efforts infinitely more efficient!” - Sarah Lange, author of “The Field Guide to Nonprofit Fundraising”
Without a strong planning infrastructure, grant-seeking becomes chaotic and inefficient. Sarah Lange emphasizes that building (or adopting) systems is an investment that pays off in time saved and higher success rates.
“Don’t take on more than you can manage or try to fit your organization into a grant. Getting the funds is great, but it could mean managing intense outcomes you’re not equipped to handle.” - Erin Sekerak, Grant Specialist
Grant planning isn’t just about finding funding—it's about finding the right funding. Erin Sekerak warns against forcing a fit just to win a grant. Pursuing opportunities that don't truly align can strain your team and compromise your mission.
Effective grant planning is the foundation of successful fundraising. By investing time upfront to research funders, organize deadlines, assign responsibilities, and build a reusable grant planning template, nonprofits can reduce stress, submit stronger proposals, and increase their chances of securing funding.
Whether you're managing a few grants or dozens at a time, having the right systems in place—like a customized template or a comprehensive grant management platform—makes all the difference.
If you're ready to streamline your grant process and save time, sign up for a 14-day free trial of Instrumentl today. You can discover and track good-fit funding opportunities, organize tasks and deadlines in one place, and set your organization up for long-term grant success.
.webp)
