How to Write a Grant Proposal: Step-by-Step Guide with Examples
Before You Start Writing
80% of grant success is preparation before you write a single word. Before starting:
- Read the guidelines twice — missed requirements = instant rejection
- Check eligibility — are you the right type of organisation? Right geography?
- Understand the funder's priorities — read their annual report and recent grants list
- Have your numbers ready — accounts, beneficiary data, outcome evidence
Step 1: Write Your Need Statement
Describe the problem your project solves. Be specific, be local, be evidence-based.
Weak: "Many elderly people are lonely."
Strong: "According to the ONS, 22% of over-65s in Leeds report feeling lonely often or always. Our 2025 survey of 400 local residents found that 34% had not spoken to anyone outside their household in the past week."
Step 2: Describe Your Project
What exactly will you do? Be specific about:
- Number of beneficiaries reached
- Frequency and duration of activities
- Staff and volunteer roles
- Partner organisations involved
- Geographic area covered
Step 3: Define Your Outcomes
Outputs vs outcomes — most new applicants confuse these:
- Output: "We will run 50 weekly social groups" (what you do)
- Outcome: "80% of participants will report reduced loneliness" (what changes)
Step 4: Present Your Budget
Every line item needs to be justified. Example format:
Project Coordinator (0.5 FTE × £30,000) £15,000
Volunteer expenses (50 × £10/session × 52) £26,000
Room hire (community centre, 52 weeks) £5,200
Materials and refreshments £2,600
Overhead (15% of direct costs) £7,320
TOTAL £56,120Generate Grant Proposals with GrantForge
GrantForge generates professionally structured grant proposals from your project details. Paste in the funder's questions, input your project data, and get a complete draft within minutes — ready for you to refine and submit.