You Said WHAT in Your Grant Application!?

After a decade of writing grants, I've seen some things… For example, I've inherited grant applications that were halfway finished, budgets that made absolutely no mathematical sense, and narratives that somehow answered every question except the one the funder actually asked.

When organizations hire us, we're often stepping into applications that are already in progress. Sometimes we're reviewing drafts before submission, but most of the time, we’re reading through old proposals to get our footing while also trying to figure out what on earth happened, and that’s where I often find some of the most memorable lines. But it’s not because people are bad writers or they don’t care. Usually, it's because they're incredibly close to their work and don't realize how their words are landing on someone who doesn't live and breathe their mission every day.

The funny thing about grant writing is that what you think you're saying and what a funder hears can be two very different things. So today, I thought we'd have a little fun and talk about some of the things I've seen organizations say in grant applications, and most importantly, what those statements may actually be communicating to the funder.

1. “We Serve Everyone”

This one shows up all the time, and I completely understand why: organizations want to be inclusive. They don't want anyone to feel left out, and they certainly don't want to suggest that certain people aren't welcome in their programs. However, the problem is that when you tell a funder you serve everyone, you often end up describing no one.

Funders want to know exactly who benefits from your work. Is it low-income families? Veterans? Rural older adults? Youth experiencing homelessness? When your target population is clearly defined, it's much easier for a funder to understand your impact and determine whether your mission aligns with their priorities.

When an application says, "We serve everyone," what a funder may actually hear is, "We're not entirely sure who our primary audience is."

And trust me, that's not the message you want to send!

2. "Nobody Else Is Doing This Work"

Whenever I read this statement, my first thought is always the same: Are you sure?

Most nonprofits aren't operating on a deserted island, so there are usually other organizations addressing the same issue, even if they're doing it differently. That's not a weakness. In fact, it's often a strength! 

Funders love collaboration. They love seeing organizations that understand the broader landscape and know how to work alongside community partners, so claiming that nobody else is doing the work can unintentionally make it seem like you haven't researched your community or built relationships with others in your space.

One organization alone cannot solve a major issue like homelessness, hunger, child abuse, etc., or it would have happened by now! A much stronger approach is explaining what makes your organization unique while acknowledging the larger network of support that already exists.

3. "Our Program Is Successful Because People Love It"

I believe you, but funders need more than your word for it.

One of the biggest challenges I see is organizations relying entirely on anecdotes when they actually have valuable data sitting right in front of them. Telling me participants love your program is a great start. Showing me that 92% of participants completed the program, improved a specific outcome, or returned for additional services is even better.

Stories create connection, data creates credibility, and the strongest grant applications almost always use both.

4. "We Have No Challenges"

This answer never fails to make me laugh because I've yet to meet a nonprofit that doesn't have challenges.

Staffing shortages, transportation barriers, funding gaps, rising costs, technology issues, participant engagement concerns - the list is truly never-ending. Welcome to the nonprofit world!

The reality is that funders know this work is hard, so they're not expecting perfection, but they are expecting honesty. When an organization claims to have no challenges, it can actually raise more concerns than simply acknowledging what's difficult and explaining how you're addressing it.

Maybe you're experiencing higher staff turnover because burnout has become a real concern. Maybe demand for services has outpaced your capacity. Maybe transportation barriers are making it harder for clients to consistently access your programs. Those challenges don't make your organization look weak. In many cases, they demonstrate that you're paying attention to what's happening on the ground and actively working to improve.

Frankly, organizations that can openly discuss obstacles often come across as more self-aware, strategic, and trustworthy. After all, every nonprofit has challenges. The strongest organizations are usually the ones willing to talk about them.

5. "We Need Funding Because We Don't Have Any Money"

I know this sounds obvious. If you're applying for a grant, chances are you need funding, but one of the biggest mistakes organizations make is focusing their entire narrative on their own financial need rather than the community need they're trying to address.

Funders aren't investing because your budget is tight. They're investing because they believe in the outcomes your organization can create.

The conversation should never stop at, "We need money."

It should answer the much more important question: "What happens when we receive it?"

The Real Lesson Here

The truth is, most grant-writing mistakes aren't caused by bad writing. They're caused by proximity. You're so close to your mission, your programs, and your day-to-day operations that sometimes it's easy to forget the funder is seeing all of this for the very first time.

What feels obvious to you may not be obvious to them, what sounds clear in your head may not sound clear on paper, and what you think communicates confidence may accidentally communicate something entirely different.

That's why strong grant writing isn't just about answering the question. It's about understanding how your answer will be interpreted by the person reading it! At the end of the day, the goal isn’t just to tell your story, it’s to make sure funders hear the story you're actually trying to tell.

Do You Need a Grant Reality Check?

Reading your own grant applications is a lot like trying to proofread a text message after you've already hit send. You know what you meant to say, so your brain fills in the gaps. Unfortunately, funders don't have that advantage.

That's why I created the Grant Reality Check service! 

Basically, you'll send me three grant applications of your choice, and I'll review each one through a funder's lens. For every application, you'll receive a one-page feedback summary highlighting what's working, where your messaging may be missing the mark, and opportunities to strengthen future proposals.

Then, I'll meet with you and your team for a 30-minute feedback session to walk through my observations, answer questions, and discuss next steps.

And because you made it to the end of this blog, mention this post when you inquire and receive 20% off your Grant Reality Check. 🙂

Ready to get started? Let's Chat.