How to write a grant proposal
251 open listings record cost sharing. A proposal needs to address the specific funding terms as well as explain the project.
Start with one opportunity
Read its full purpose, eligibility, funding limits and review criteria. NIH’s application guide says to use its instructions together with the funding opportunity. Use the same principle when a different funder supplies its own forms.
A recorded example: Kentucky SBIR/STTR Matching Funds Program
For-profit companies with a federal SBIR or STTR award that are based in Kentucky or willing to relocate there. Applicants must follow the current round's matching-fund guidelines and provide the required federal-award documentation.
Read the project description and funding terms before deciding whether to prepare a proposal.
Grant proposal template and examples
Use the blank grant proposal template to plan your application, then study official grant proposal examples.
This is a planning outline, not a substitute for the funder’s application form. Keep only the sections the opportunity requires, in the order it specifies.
- Project purpose. State the need you can document and connect it to the program’s recorded purpose.
- Applicant fit. Explain how your organization meets the applicant, location and project requirements.
- Work plan. Name the activities, responsible people and schedule.
- Budget and justification. Connect each requested cost to an activity, show the calculation and identify any required match.
- Results. Explain what you will measure and how you will report the work.
- Attachments. Include the documents the funder requests, using its file and page limits.
Budget justification
Compare the requested award with the recorded award range, then verify eligible costs and cost-sharing rules on the official listing. Explain the quantities, rates and project use behind each cost. A total program budget is not the amount available to one applicant.
Review before submitting
Check that the narrative, budget and attachments describe the same project. Use the grant application checklist for the submission steps, and the Grants.gov guide for federal Workspace roles and status checks.
Questions
How do I write a grant proposal?
Use the funder’s required sections and review criteria. Explain the project, who it serves, the work you will do, its cost and how you will document results. Check the completed narrative against the official instructions.
Can I use the same grant proposal template everywhere?
Use an outline to organize your work, but follow each opportunity’s required forms, headings and page limits. NIH directs applicants to use both its application instructions and the specific funding opportunity. Official guidance.
Does my proposal need matching funds?
251 open listings record a cost-sharing requirement. Check your specific program’s terms; an unrecorded requirement does not mean that matching funds are unnecessary.
Do I need a letter of support?
Check the official opportunity’s attachment instructions. The directory does not record a universal letter-of-support requirement, so do not assume that a letter is required or that it can replace a required partnership document.
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