The Grant Writing Checklist: 10 Things Every Application Needs
Most grant applications aren't rejected because of bad ideas — they're rejected because of avoidable mistakes. Run through this checklist before every submission.
You meet all eligibility requirements
This sounds obvious but it's the most common reason applications are disqualified before review. Confirm your organization type (nonprofit, small business, etc.), location, project focus, and any prior award restrictions match what the funder requires. Read the eligibility section of the FOA word for word.
Your needs statement uses local, specific data
National statistics are weak evidence. Funders want to know the problem exists in the community you serve. Pull county-level data, cite local sources, and connect the data directly to your target population. Vague statements like 'poverty is a major issue' will not make reviewers lean forward.
Your objectives are SMART
Every objective should be Specific, Measurable, Achievable, Relevant, and Time-bound. 'We will serve more clients' is not an objective. 'We will provide case management services to 120 low-income households in Collin County by December 31' is. Review each objective against these five criteria before submitting.
Your budget matches your narrative
Reviewers cross-check the budget against the narrative. If you mention hiring a program coordinator in the narrative, there must be a line item for that salary. If your budget includes a consultant but the narrative never explains what they'll do, that's a red flag. Go through both documents side by side.
You have an evaluation plan
Even a basic evaluation plan matters. Describe what data you'll collect, how you'll collect it, when, and who is responsible. Include at least one process measure (did we do what we said?) and one outcome measure (did it work?). If you have an external evaluator, name them.
You've addressed sustainability
Most funders explicitly ask: what happens after the grant ends? They don't want to fund a program that disappears. Describe your plan for continued funding — other grants you'll pursue, earned revenue, organizational reserves, or community partnerships.
All required attachments are included
Make a checklist directly from the FOA's required attachments list. Common items: IRS 501(c)(3) determination letter, audited financials or IRS Form 990, board of directors list with affiliations, organizational chart, letters of support from partners, and resumes or biosketches for key personnel. Missing one attachment can disqualify an otherwise strong application.
You followed the formatting requirements
Page limits, font size, margin size, header requirements, file format — every funder has them and some will reject non-compliant applications without review. Print out the formatting requirements and check each one. Don't rely on memory.
A second person has read the entire proposal
You will not catch your own errors after reading the same document fifteen times. Ask someone who was not involved in writing it to read the whole thing. They should be able to explain the project back to you. If they can't, your narrative isn't clear enough.
You're submitting at least 24 hours early
Technical problems happen — Grants.gov outages, file upload failures, form validation errors. Submitting early gives you time to troubleshoot. A missed deadline due to a technical problem is almost never accepted as an excuse by federal agencies. Submit early.
Quick reference checklist
- You meet all eligibility requirements
- Your needs statement uses local, specific data
- Your objectives are SMART
- Your budget matches your narrative
- You have an evaluation plan
- You've addressed sustainability
- All required attachments are included
- You followed the formatting requirements
- A second person has read the entire proposal
- You're submitting at least 24 hours early
Stop writing grant applications from scratch
FundingDraft generates every section of your grant application based on your organization profile — needs statement, objectives, evaluation plan, and more. Free trial included.
Try FundingDraft free →